Multi-Factor Authentication: Email-Based MFAs

 

Overview

Multi-Factor Authentication (MFA) is a method wherein a user is only granted access to a website or application, in this case, Sprout HR, after successfully getting validated using two factors or evidence.

It is an added security that prevents any unknown person from accessing the user's data.

Two Factor Authentication (2FA)

Two-factor authentication or 2FA is a type of multi-factor authentication. In 2FA, the user’s claimed identity is confirmed using a combination of two different factors using a third-party authenticator (See Multi-Factor Authentication):

The first factor is your password, which is standard for any account. In email-based MFA, the second factor is the one-time password (OTP) sent to the user’s registered primary email address which continuously refreshes and each OTP would expire within 5 minutes upon receipt.

Sprout can configure the settings to identify which dashboard automatically has access to MFA:

• Admin only
• Admin and Managers only
• All employees

Logging In

1. Specify your credentials and click Login.

2. An email notification will be sent to your registered primary email address on Sprout HR (under the Contact Information tab), indicating the OTP (One-Time PIN).

3. In the OTP field, specify the received 5-digit code. 

4. Click Verify to proceed with logging into your account. If you are logging in for the first time, you need to agree to the terms and conditions and privacy policy agreement before reaching the Sprout HR Dashboard.

Frequently Asked Questions (FAQs)

• Why am I not getting the OTP email?
  • The OTP email is sent to your registered primary email address. Verify whether the data on record is correct. Contact your HR administrator to update your information.
  • You might be experiencing a slow internet connection. Wait for 60 seconds (1 minute) before attempting to generate a new OTP.
• Can I generate a new OTP even if the last code has not yet expired?
  • Yes, you have a maximum of 5 OTP generations.
• What if my primary email address got updated in the middle of my OTP process?
  • A prompt will appear, indicating that your information got updated. The prompt will instruct you to return to the main login page and re-insert your username and password.
• What if my employees’ email addresses are duplicates?
  • In case of a duplicate email address, only the user who logged into Sprout HR will receive the OTP. This is because OTPs are sent to a specific user only, based on the username being used to log in, and cannot be used by others. 
  • Note: We highly advise that the email address is unique to the user to ensure further security. 

Related Articles:

• Email-Based MFAs: Validity of OTP
• Email-Based MFAs: Requesting of OTP

Should you wish to enable this feature, you may reach out to your Customer Success Manager or fill out our Change Request Form. I hope this helps! If you have further questions or concerns, please let us know by sending an email to [e-mail]! We'd love to hear from you.