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In this article |
What is Multi-factor authentication?
Multi-factor authentication (MFA) is an authentication method used by digital users to add an extra layer of security to their online accounts. Enabling this method ensures that users can only login to their account after successfully presenting two or more pieces of evidence. If you'd like to add an extra layer of security to your HotDoc account, this article will assist with setting up a multi-factor authentication for your account.
Once setup, a secure one-time code will be required to login to your account. There are two options where you can receive this code from:
- Using an Authenticator App
- Via Email
Our recommendation is that users setup MFA using an authenticator app, as this is the most secure method. However, if your email address is already secured by an authenticator app or sms you may wish to simply have the codes emailed to you upon login. If you're unsure of which method is most suitable for you, please speak with your IT/Security company for advice.
If using the authenticator app method:
You'll be required to download an authenticator app. Our recommended applications are Authy, Microsoft Authenticator or 1Password. You only need to select one of these applications. To find more information about each app, please click the links below:
If using the email method:
You don't need to download any applications. Once you activate MFA, an email will be sent to you containing a one-time code.
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If you currently share a HotDoc login with multiple colleagues, it's a good idea to create a new user for each individual. To do this, you can follow the steps in: How to create, edit or delete a User Account If your colleagues do not have their own individual email address to add, please follow the steps below. |
How can I enable multi-factor authentication for my account?
| If you share a HotDoc user login with other colleagues and would like to set up MFA on multiple devices, please follow the steps under How can I enable multi-factor authentication on multiple devices? |
- Login to your HotDoc Dashboard.
- Select the down arrow at the top right of your page, next to your email address.
- Click Accounts & Security.
- Choose if you'd like the codes to be retrieved from either;
- your Authenticator app
- via your Email
- Enter your current Dashboard password in the box provided and select Set up multi factor auth.
- If setting up via email address, the process is now complete! You do not need to complete the rest of the steps. If using an authenticator app, please continue to follow the steps below.
- Choose one authenticator app from the options provided. This will take you to a page to download the application.
Please note: You can use another authenticator application if you wish, these are three that we recommend. 
- Once you’ve installed and have the authenticator app open, use the option to add a new account, and scan a new code to scan the QR code provided on the Dashboard screen.
- Your authenticator app will then provide you with a one-time code. Enter the code into the 'one-time code' box and click Done.
- Click Copy and then paste your recovery codes in a safe place (ensure these are kept separate to the authenticator app you have selected). Once you've safely stored these, click Finish Setup.
- Confirm that you have saved the recovery codes by selecting Yes, I have stored a copy.
- You'll then see the following message to confirm that this has been activated for your account!
How can I enable multi-factor authentication on multiple devices?
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If you currently share a HotDoc login with multiple colleagues, it's a good idea to create a new user for each individual. To do this, you can follow the steps in: How to create, edit or delete a User Account |
There are a couple of reasons why you may need to set up multi-factor authentication on more than one device.
- If you and your colleagues share the same HotDoc account (login details) on and work across multiple computers, it's important for all users to be able to retrieve one-time passwords on those machines.
- If you need to work on another person's computer, or a shared computer, it is important to also set up multi-factor authentication for mobility.
Please note: It's required that all individuals who will be setting up MFA on their own device are present for the setup. Once the setup is complete, you cannot re-scan the QR code to add another individual/device to the same Dashboard login.
- Login to your HotDoc Dashboard.
- Select the down arrow at the top right of your page, next to your email address.
- Click Accounts & Security.
- Enter the users current Dashboard password in the box provided and select Set up multi factor auth.
- Choose one authenticator app from the options provided. This will take you to a page to download the application.
Please note: You can use another authenticator application if you wish, these are three that we recommend. - Install the authenticator app of your choice on all relevant devices (ensure everyone who uses this login will have access to the authenticator application on a device of their choosing i.e. mobile phone or computer).
- On each device, use the option to add a new account and scan a new code to scan the QR code provided on the Dashboard screen. Each individual will use their own device to scan the same QR code from the Dashboard.
- The authenticator app will then provide you with a one-time code. Enter the code into the 'one-time code' box and click Done.
- Click Copy and then paste your recovery codes in a safe place (ensure these are kept separate to the authenticator app you have selected). Once you've safely stored these, click Finish Setup.
- Confirm that you have saved the recovery codes by selecting Yes, I have stored a copy.
- You'll then see the following message to confirm that this has been activated for your account!
For security reasons, please ensure that you do not share the QR code or the setup code with anyone else.
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How can I disable multi-factor authentication for my account?
| Please note you'll need to have a recovery code handy to complete this process. If you've misplaced a recovery code, please refer visit What should I do if I've lost my recovery code for multi-factor login? |
If you've lost access to your authenticator device (i.e. have lost your phone, or app data), you can disable multi-factor authentication from your account by following the steps below:
- Login to your HotDoc Dashboard.
- Select the down arrow at the top right of your page, next to your email address.
- Click Accounts & Security.
- Enter your current Dashboard password and select Disable multi-factor auth.
- Select Yes, disable multi-factor auth.
- You'll receive confirmation that this has been disabled for your account.
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Please ensure you delete the code from your authenticator app in case you wish to set up MFA again in the future. |