2-Factor Authentication

One of the ways that users put themselves at risk of cybercrime is with their choice of passwords or by saving their passwords to the device they are using. SimplePay has an option to have 2 layers of login security, called 2-Factor Authentication (2FA). This feature requires users to enter a verification code as an additional step when logging in to SimplePay with their username and password. The verification code is obtained from an authentication app that users will need to download.

Enabling 2FA

Users (i.e. each unique username / email address and related password) will need to enable 2FA for their login. To do this:

• Go to the Profile icon () > User Profile.
• Under 2-Factor Authentication, click on Enable 2-Factor Authentication, and enter your SimplePay password.
• Follow the 3-step process shown on the screen:

1. Download a 2FA app. The following ones are available:

• Android: Authy and Google Authenticator
• IOS: Authy and Google Authenticator
• Windows: Microsoft Authenticator

Tip

The 2FA app does not need to be downloaded onto the device that you will be using regularly to process payroll. For example, you could download the 2FA app onto your mobile phone but use your laptop to access SimplePay. Every time you log in to SimplePay, you will need the device with the 2FA app in order to get the verification code.

2. Scan the QR Code using the authentication app.

3. Enter the verification code generated by the app.

Once you have completed the steps above, click on Configure Recovery to set up your 2FA recovery settings.

Important

Before proceeding with adding a phone number, you have the option to save the Recovery Codes. Click Download or Print.

• You will now be able to add a phone number for resetting purposes.
• Click Send OTP once you have entered a phone number.
• Enter the OTP sent to your phone.
• Click Enable 2-Factor Authentication.

Note

This phone number will be used only to send an OTP if you have lost access to your 2FA device and need to reset 2FA. We will not be using this phone number for any other purpose.

Using Recovery Codes

If you don’t have the authentication app with you when trying to log in, you can use your backup/recovery codes to log in. The backup/recovery codes should have been saved to your computer or printed when enabling 2FA (see above).

Important

You can use each recovery code only once.

If you would like to have new recovery codes generated, this can be done as follows:

• Go to the Profile icon () > User Profile.
• Under 2-Factor Authentication, click on Recovery Settings.
• Enter your password, and click Confirm.
• Under Recovery Codes, click on GET NEW CODES.

Note

Once you have generated new recovery codes, the previous codes will become invalid.

Disabling 2FA

You can opt to no longer have 2FA enabled for your login. To disable this function:

• Go to the Profile icon () > User Profile.
• Under 2-Factor Authentication, click on Disable 2-Factor Authentication.
• Enter your SimplePay password.
• Click Confirm.

Note

If you are using our Xero integration, you are required to always have 2FA enabled.

You can also disable 2FA when logging in to SimplePay. See below:

Set a Device as Trusted

If you set a device as trusted, you will need to enter the verification code when logging in to this device every 30 days only. A verification code will be required with each login for devices that are not set as trusted. To set a device as trusted:

• Go to the SimplePay login page on the device that you trust. Ensure that you are not logged in.
• Enter your email address and password, and click Login.
• Enter the verification code from your device.
• Tick the Trust this device for 30 days box.
• Click Log in.

Revoke Trust of a Device

If you revoke trust of a device, you’ll have to enter your verification code the next time you try to log in from this device. To revoke trust of a device:

• Go to the Profile icon () > User Profile.
• Under Account Maintenance, click on Devices.
• Click on Revoke Trust next to the device that you no longer trust.
• Click Confirm.

2FA Reset

Should you lose access to your 2FA device, you will be able to reset your 2FA with an OTP sent to the phone number that you provided us with.

If you would like to capture a phone number and you have already enabled 2FA, follow these steps:

• Go to the Profile icon () > User Profile.
• Under 2-Factor Authentication, click on Recovery Settings.
• Enter your password, and click Confirm.
• Under Phone Number, click on Edit.
• Click Send OTP once you have entered a phone number.
• Enter the OTP sent to your phone.
• Click Save.

Note

If you need to reset your 2FA but have not captured a phone number when enabling 2FA, nor do you have access to your 2FA device, you will need to contact our Support Team for further assistance.

Troubleshooting

A common error message users might see when setting up their 2FA is: "Invalid validation code, please make sure you scanned the code correctly". To resolve this:

1. Check the date and time settings of the device on which you are downloading the authentication app.

   • Ensure that the automatic time and date setting is enabled.
   • If you prefer to set your date and time manually, ensure that both are accurate.

2. Delete the existing SimplePay account on the authentication app.

3. Refresh the 2FA page (i.e. refresh your browser), and scan the QR code again.