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Multifactor Authentication in The BOS (2FA)

The BOS supports multifactor authentication (MFA), also known as two-factor authentication (2FA), using time-
based one-time password (TOTP) codes.
MFA makes your account much more secure. Even if somebody knows your username and password, they still need
access to your authenticator app or backup codes to complete the login.
By default, MFA is optional in The BOS. However, a company can require all users to set up MFA. This is commonly
enabled when an organisation's cyber insurance policy requires MFA.
You will need a compatible authenticator app to generate MFA codes. Popular free options include:
There are many other compatible authenticator apps available. The BOS uses standard TOTP codes, so most apps
that support authenticator codes should work.

How to enable Multifactor Authentication

  1. Make sure you have a compatible TOTP app installed (see list above)
  2. Log in to The BOS, click the user menu (top right) and select 'My Profile'
  3. You should see a MFA option including your current status (probably 'Disabled')image.png
  4. Click 'Verify' to unlock this setting. You may be prompted for your password again.
  5. Click 'Register' and scan the QR code into your authenticator app. If you cannot scan the QR code, click 'Show me the code' and enter the code manually into your authenticator app. 
  6. Click 'Next' then enter the current code your app is displaying to finish setup. 
  7. You will be provided with some backup codes. Keep this in a safe place as a backup way to login if your 2FA device is unavailable. 

Troubleshooting

If your MFA code is not working, try the following:
  1. Make sure you are entering the current 6-digit code from your authenticator app.
  2. Wait for the code to refresh, then try the newest code.
  3. Check that you are using the correct authenticator entry for The BOS.
  4. Make sure the date and time on your phone are set to automatic.
  5. If you recently changed phones, check whether your authenticator app was transferred correctly.
MFA codes are time-based. If your phone's clock is incorrect, The BOS may reject the code even if it looks right in your authenticator app.

How to disable Multifactor Authentication

  1. Make sure you have a compatible TOTP app installed (see list above)
  2. Login to The BOS, click the user menu (top right) and select 'My Profile'
  3. You should see a MFA option including your current status (probably 'Enabled')

    image.png


  4. Click 'Remove' and follow the prompts

 

Password Resets and MFA Resets

Password resets and MFA resets are different.
A normal password reset changes your password, but it does not reset your MFA setup.
If you need a password reset or an MFA reset, contact your Tenant Admin. The BOS support team cannot reset MFA for individual users unless requested through the correct tenant administration process.
If you lose access to your authenticator app, your Tenant Admin can perform an MFA reset. This sends you an email so you can reset your password and then set up MFA again.

Company MFA Policy

Companies can enforce that all users are required to have MFA enabled. If this setting is enabled then any user in that company that logs in without 2FA enabled is required to set it up before continuing.

To turn this setting on or off:

  1. Log in to The BOS with an account that has admin permissions. 
  2. Click user menu (top right) then 'Company Settings'
  3. Click 'Settings' from the left menu then enable or disable the 'Force all users to use MFA' option. 

Not that users can still turn on or off MFA on their accounts if this setting is off, they merely aren't required to turn it on. 

Check which users have MFA enabled

Tenant admins can check which users have MFA enabled

  1. Log in to The BOS with an account that has admin permissions. 
  2. Click user menu (top right) then 'Company Settings'
  3. Click 'Users' from the left menu then sort by the 'MFA enabled' column 

Reset MFA for a user

Tenant Admins can reset MFA for users from Company Settings.
To reset MFA for a user:
  1. Log in to The BOS with an account that has admin permissions.
  2. Click the user menu in the top right, then click 'Company Settings'.
  3. Click 'Users' from the left menu.
  4. Select the user who needs their MFA reset.
  5. Choose the MFA reset option.
An MFA reset sends the user an email so they can reset their password and set up MFA again.
Tenant Admins can also perform a normal password reset for a user. A normal password reset does not affect the
user's existing MFA setup.

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