Your login to the Civica Scheduling website can optionally be protected by Two Factor Authorisation (2FA) in order to improve the security of your account. Alternatively, an authorised person from an organization may contact Civica Support in order to make 2FA mandatory for all staff on that organization's account.
What Is Two Factor Authentication (2FA)?
Two Factor Authorisation (2FA) is a security method which requires users to provide two forms of identification to access data. For Civica Scheduling, this requires the use of both a password and a 6 digit code which is generated via an authenticator app linked to the account.
Where Can I Acquire An Authenticator App?
There are a number of different authenticator apps available. Check your organization's policies for guidelines as to which to use.
Enabling 2FA For Your Account
To enable 2FA for an individual login, first log into the Civica Scheduling website. Next, navigate to the "My Settings" button located in the top right:
From here, you will see a QR code towards the bottom of the page:
This QR code can be scanned using an authentication app on a mobile device.
Once this code has been successfully scanned, the authenticator will show an entry for Civica Scheduling, along with a 6 digit authorization code. To confirm this has been completed correctly, enter this code in the box below the QR code and click "Verify". This will cause the QR code to disappear and be replaced with the option to disable 2FA.
If 2FA is made mandatory for an organization, on their next login each staff member who has not already enabled 2FA will be shown a QR code after entering their password successfully:
This QR code can be scanned using an authenticator app on a mobile device.
Once this code has been successfully scanned, the authenticator will show an entry for Civica Scheduling, along with a 6 digit authorization code. To confirm this has been completed correctly, enter this code in the box below the QR code and click "Verify". This will complete the login process and display a confirmation message at the top of the screen:
Logging in with 2FA
Once 2FA is enabled for an account, future login attempts will be prompted with a screen requesting a 2FA code after entering the user name and password:
This 6 digit code can be acquired from the authenticator app linked to the staff member's account. Enter the code in the box shown, then click 'Log in'.
2FA can be disabled for an individual account by logging in and going to the My Settings menu:
Here you will see a section headed "Disable Two Factor Authentication":
Enter the password for the currently logged in staff member and the 6 digit authentication code (obtained from the linked authenticator app) and then click 'Disable'. This will turn off 2FA for the currently logged in account, and display a QA code required if you wish to reenable 2FA for this account in the future.
Please note: If 2FA is required by your organization, you will automatically be prompted to re-enable 2FA on your next attempt to log into your account.
What Can I Do If I Lose Access To My Authenticator App?
If a member of staff is unable to access their authenticator app, then an account manager from within their organization will be able to disable the 2FA for that member of staff.
In order to do this, first the account manager will log into their own account and navigate to the profile of the member of staff who requires 2FA to be disabled. Here, you will see a tab named "Disable 2FA":
Please note: This tab will only be available to Account Managers; it will not be displayed for Office Users.
Clicking this tab will bring up a box prompting the Account Manager to enter their password. Once this has been entered correctly, clicking "Disable 2FA" will turn off the 2FA for the selected profile.
Please note: If 2FA is required by your organization, the staff member will automatically be prompted to re-enable 2FA on their next attempt to log into their account.