How to Enable and Set Up Multi Factor Authentication for a Team Member

Users with Administrator permissions have the ability to enable Multi Factor Authentication (MFA) for team members within the Team Member settings. 

When enabled, this setting requires the team member to verify their identity multiple times before they are logged in to Sensei Cloud. In addition to entering their login credentials as usual, they are also required to enter a six-digit verification code received via an authenticator app or text message.

Note: If your organization already uses an alternative MFA method when logging into Sensei Cloud, do not enable this setting.

Team Member Setting

To enable Multi Factor Authentication for a user:

1. From the Administration tab, select Team > Team Member Settings. The Team Member Settings are displayed.
2. Select a team member from the list.
3. Under Actions, click Edit Selected Team Member.
   Note: You can also enable MFA when creating a new team member.
4. Scroll to the Login Information section.
5. Next to the Multi Factor Authentication setting, select Requires MFA.
6. Click Save Team Member. A message is displayed, warning you that enabling MFA for the user causes them to be logged out of any current sessions.
7. Click Yes to proceed and save the setting change.
   Note: If the team member is currently logged in, they are logged out automatically and they receive a message warning them that their account now requires MFA to access Sensei Cloud, and they need to complete the MFA setup process to log back in. 

Setting Up Multi Factor Authentication Methods

After the Requires MFA setting has been enabled, the team member has to finish setting up MFA, beginning with setting up the authenticator app upon their next login (i.e., the log-in session directly after the team member setting is enabled).

Part 1: Authenticator App Verification 

To set up the Authenticator App verification method:

1. Open the Sensei Cloud website and enter your login information as usual. Upon signing in, the Getting Started instructions are displayed.
   
2. Download the authenticator app from the appropriate app store for your device.
3. Using the authenticator app, create a new account by clicking the Plus + icon, and select work account.
4. Select Scan a QR code, and then scan the QR code. A six-digit verification code is provided to you.
5. From the Getting Started window, click Continue. 
6. Enter the six-digit code, and then click Verify. If the code is entered correctly, you are logged in to Sensei Cloud.
   
   Note: The verification codes expire every 30 seconds, but you can retrieve a new one from the authenticator app.

Important: After setting up your login information with the Authenticator app, you should immediately log out of Sensei Cloud, and then log back in to set up the Text Message Verification portion of MFA. It is extremely important to enter a phone number in this step in the event that you have an issues accessing the Authenticator app in the future. 

Part 2: Text Message Verification 

It is recommended that you proceed with setting up the Text Message Verification aspect of MFA immediately after setting up the Authenticator app. 

The team member should log out of Sensei Cloud and log back into Sensei Cloud (i.e., this being the second log-in after the MFA setting has been enabled), and they will be presented with screens that allow them to enter a phone number for verification. 

To set up text message verification:

1. Open the Sensei Cloud website and enter your login information as usual. The verification code window is displayed.
   
2. Enter the verification code from the authenticator app, and then click Verify. A window is displayed prompting you to enter a phone number for additional verification.
   
3. Enter a phone number, and then click Send verification code. A verification code is sent to the phone number via text message.
4. Enter the verification code that was received in the text message, and then click Verify code. If the code is entered correctly, you are logged in to Sensei Cloud.
   

Logging in to Sensei Cloud 

When the initial MFA set up is complete for both methods, the team member can use either verification method (authenticator app or text message) moving forward. 

Note: The Receive Code via Text option can be used if you are trying to reset your authenticator app. See Resetting the Authenticator App for more information. 

To log in to Sensei Cloud after both MFA methods have been configured:

1. Open the Sensei Cloud website and enter your login information as usual. The Verification code window is displayed.
2. Either enter the code from your authenticator app, and click Verify, or click Receive Code via Text. 
   
   -- If you choose to enter the authenticator app code, click Verify to log in to Sensei Cloud. 
   -- If you select Receive Code via Text, a window is displayed, with a phone number already entered in the Phone Number field (as long as one is set up for your account as described in Part 2: Text Message Verification). 
3. Click Send verification code. 
   
4. Enter the verification code that was sent to your mobile phone.
   
   Note: There is a Send new code option available if needed.
5. Click Verify Code. The Reset window is displayed. 
6. If you do not need to reset the authenticator app, select Continue without resetting your authenticator device, and click Continue. You are logged in to Sensei Cloud.
   
   Note: See Resetting the Authenticator App for instructions on resetting the authenticator app. 

Resetting the Authenticator App

There is a procedure that can be performed in the event that you need to reset the Authenticator app (e.g., if the linked authenticator device is broken for any reason).

To reset the Authenticator app:

1. Open the Sensei Cloud website and enter your login information as usual. The Verification code window is displayed.
   
2. Click Receive Code via Text. A text message verification window is displayed, with a phone number already entered in the Phone Number field if one is set up for your account. 
3. Click Send verification code. A verification code is sent to the phone number via text message.
   
4. Enter the verification code that was sent to your mobile phone.
   Note: There is a Send new code option available if needed.
5. Click Verify Code. The Reset window is displayed. 
   
6. Select Reset authenticator device (will prompt you to pair new device on next log in), and then click Continue. 
7. A window is displayed that prompts for a verification code, but you should proceed by closing out of Sensei Cloud.
8. Log back in to Sensei Cloud. The Getting Started instructions are displayed and you can re-set up your authenticator app and text message verification methods. 
   
   See Setting Up Multi Factor Authentication Methods for more information.