What is multi-factor authentication? 

Multi-factor authentication (MFA) adds an extra layer of security to your account. Instead of just entering a password, you'll also need to provide a second form of verification when logging in to the Dashboard and Sidebar.

MFA is required for all HotDoc user accounts, to strengthen account security and protect sensitive data.

Once MFA is set up, you'll be required to enter a secure, one-time code each time you sign in. This code can be delivered in one of two ways:

• Using an Authenticator App
• Via Email

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:

• Authy
• Microsoft Authenticator
• 1Password 

If using the email method:

You don't need to download any additional apps. Once MFA is enabled, a one-time code will be sent to your email each time you log in.

How can I enable multi-factor authentication for my account? 

MFA is required for all HotDoc user accounts. When a new HotDoc user account is created, you'll be required to set up MFA the first time you log in to the Dashboard or Sidebar with that account.

1. To start setting up MFA, click Get Started
   
   
    

2. Choose whether you would like to receive your one-time codes via Authenticator app or Email. Enter your current Dashboard password, and select Continue.

3. If you selected Email, skip to step 7. If you selected Authenticator app, continue below.
    
4. Choose one authenticator app from the options provided – Authy, Microsoft Authenticator, or 1Password. You only need one of these. Download and open your chosen app on your device.
   
   
    
5. In your authenticator app, use the option to add a new account and scan the QR code shown on screen. If you can't scan it, select Copy next to the setup code and enter it manually instead.
   
   
    
6. Enter the 6-digit code your authenticator app generates into the One time code box, then select Next. Skip to step 8.
   
   
    
7. If you selected Email, we'll send a one-time code to your email address. It will be sent to the email address for the user account you're currently signed into. Enter this code when prompted to verify your email.
    

8. Once your method is verified, you'll be shown a set of recovery codes. Select Download or Copy and store these somewhere safe and separate from your authentication method.
   
   

   Recovery codes let you log in if you lose access to your authentication method. Each code can only be used once.

9. Select Finish setup.
   
   
    
10. Confirm you've saved your codes by selecting Yes, I've saved them.
    
    
     

11. You'll then see confirmation that MFA is enabled on your account. Select Go to Dashboard or Continue.

    

    

     

How can I enable multi-factor authentication on multiple devices?

If you share a HotDoc login with multiple colleagues, most clinics find it simplest to use the email method – anyone with access to the shared inbox can retrieve the one-time code, so you can simply follow the steps outlined above: How can I enable multi-factor authentication for my account?

If you'd rather use an authenticator app that everyone sharing the login can access, you can set this up on multiple devices by following the steps below.

1. You will be prompted to set up MFA the first time you log into your Dashboard or Sidebar with a new user account. Click Get Started.
   
   
    

2. Select Authenticator app as your authentication method, enter your current password, and click Continue.

   

    

3. Choose one authenticator app from the options provided – Authy, Microsoft Authenticator, or 1Password. You only need one of these.
   
   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). 
    
   
   
    
4. 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. 
   If you can't scan it, select Copy next to the setup code and enter it manually instead.
    
   
    
5. Enter the 6-digit code your authenticator app generates into the One time code box, then select Next. 
   
   
    

6. Once your method is verified, you'll be shown a set of recovery codes. Select Download or Copy and store these somewhere safe and separate from your authentication method.
   
   

   For security reasons, please ensure that you do not share the QR code or the setup code with anyone else.

    

How can I reset multi-factor authentication for my account?

If you'd like to change your MFA method – for example, switching from email to an authenticator app – you can reset MFA for your account and set it up again using your preferred method.

MFA can't be turned off completely, as it's a required security feature for all HotDoc accounts.

1. Log in to your HotDoc Dashboard.
    
2. Select the down arrow at the top right of your page, next to your email address. 
   
   
    
3. Click My Account.
   
   
    

4. Enter your current Dashboard password
   
   

   If your password is entered incorrectly, you will see an error. Please reenter the correct password, or reset your password if necessary.

    

5. Select Reset multi-factor auth
   
   
    
6. Confirm Set up MFA
   
   
    
7. Click Get started and follow the prompts to set up your chosen authentication method. These are the same steps shown in How can I enable multi-factor authentication for my account?
   
   
    

FAQs