Two-factor authentication (2FA) asks for a 6-digit code from an app on your phone each time you log in with your password. Even if someone learns your password, they can't open your account or your payment details without your phone or a backup code. This article covers setting up 2FA, logging in with it, and getting back in if your codes stop working.

TABLE OF CONTENTS

When you can use 2FA

2FA is available only in workspaces that don't use secure login links. Your client's workspace settings decide this. You can't turn it on yourself by switching to password login.

  • If 2FA is available, you'll find a Two-Factor Authentication section in Settings → Account, and you can set it up yourself.
  • If your client makes 2FA required, the setup screen opens right after you log in with your password, before you reach your dashboard.
  • If your workspace uses secure login links, you won't see the 2FA option.

2FA applies to password logins. If you log in with your company's single sign-on (SSO), you aren't asked for a code.

Before you start

  • A password for your Worksuite account. If you don't have one yet, go to your client's Worksuite login page, click Setup password (on some pages it's called Reset password), enter your email and click Request reset link. Then follow the link in the email.
  • An authenticator app on your phone, such as Google Authenticator or Microsoft Authenticator. Any app that makes time-based 6-digit codes works.

Set up 2FA

  1. Log in to Worksuite with your email address and password.
  2. Click the settings icon next to your profile picture, at the bottom left of the page, then click Account.
  3. Under Two-Factor Authentication, click Add a Two-Factor Authentication method.
  4. Open your authenticator app and scan the QR code on the screen. If you can't scan it, use the code under Or manually enter this code: instead.
  5. Enter the 6-digit code the app shows.
  6. Save your backup codes: click Print or Download and keep them somewhere safe that isn't your phone.
  7. Tick I've secured my backup codes and click Close and return to account.

Authenticator App now shows under Two-Factor Authentication, and your app shows an entry named after your client's company, with your email address, and a new code every 30 seconds. From now on, you need your password and a code each time you log in.

If your client requires 2FA

After you log in with your password, the Set up Two-Factor Authentication screen opens on its own. Follow steps 4 and 5 above. Then, on Save the backup codes, print or download your codes, tick I've secured my backup codes and click Continue to your account. Your dashboard opens.

Log in with 2FA

  1. Go to your client's Worksuite login page and log in with your email address and password.
  2. On Two-Factor Authentication is required, open your authenticator app and find the entry with your client's company name and your email address.
  3. Enter the current 6-digit code, or one of your backup codes.

Your dashboard opens.

Backup codes

You get 12 backup codes when you set up 2FA. Each code works once, in place of a code from your app. When you're running low, Worksuite asks you to generate new ones.

To get a new set, go to Settings → Account and click Generate backup codes under Two-Factor Authentication. Your old codes stop working, so save the new ones.

Troubleshooting

I don't see the option to set up 2FA

Your workspace uses secure login links, so 2FA isn't available for it. Keep logging in the way you do today.

"Code invalid or outdated. Please try again."

Authenticator codes depend on your phone's clock.

  1. On your phone, set the date and time to automatic.
  2. Wait for a new code to appear in the app, then enter it straight away.
  3. Check that you're using the entry with this client's company name and your email address. If you work with more than one client on Worksuite, each client has its own entry, and codes from another entry won't work.

If the app's codes still fail, enter one of your backup codes instead.

I lost my phone, got a new phone, or deleted my authenticator app

If you have backup codes:

  1. Log in with your email address and password.
  2. On Two-Factor Authentication is required, enter one of your backup codes.
  3. Go to Settings → Account and click Add a Two-Factor Authentication method. Set it up with your new phone.
  4. Next to the old method, click Remove this method and confirm.

Add the new method before you remove the old one. If your client requires 2FA, you can't remove your only method.

If you have no backup codes left, contact Worksuite Support. On the code screen, click Contact support under Can't log in? to email support@worksuite.com. Write from the email address you log in with and ask for a 2FA reset. Support will ask you to confirm details from your Worksuite profile, such as your phone number and address. After the reset, log in with your email address and password. The setup screen opens, so you can scan a new QR code.

Before you replace or reset a phone, move your authenticator accounts to the new phone. Most authenticator apps have a transfer option for this.

I changed my password and my codes stopped working

Changing your password doesn't change your 2FA. Keep using the same entry in your app. If its codes are rejected, follow the steps for "Code invalid or outdated" above.

Support/Resources

Still have questions about two-factor authentication? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com.

For questions about your work, projects or rates, message your client from Messages in Worksuite.