In this article
Important to know:
- To manage your 2FA, click on the user icon in the navigation bar > My account.
- It is mandatory to set up two-factor authentication for your account within 30 days of first login. You will be prompted to do so when you log in.
- The best way to set up 2FA is with a mobile phone, but you can also do so with a landline.
- Two-factor authentication is also known as two-step authentication.
This article introduces two-factor authentication (2FA), and explains how to set it up for your user account.
Basics of two-factor authentication
Two-factor authentication is a security process that verifies your identity when you log in to an online account. This extra layer of security prevents unauthorised access, reduces exposure to third party attacks, and helps to protect sensitive data.
Two-factor authentication is also known as two-step authentication.
Once two-factor authentication is enabled, you are sometimes required to provide extra information when logging in:
- E-mail address
- Password
- Six-digit authentication code (also known as a one-time password OTP)
Where is the authentication code sent to?
Depending on the setup, the authentication code is sent via:
- Authenticator app (recommended)
- Phone call (mobile or landline)
- SMS (text message)
When is the authentication code requested?
The two-factor authentication code will be requested during login:
- Every 60 days
- When using incognito mode
- When using a new browser
- When using a new device
- After clearing your browser’s cookies
Set up two-factor authentication
If you haven’t set up two-factor authentication before, you will be prompted to do so when logging in. It is mandatory to set it up within 30 days of your first login.
Set up with an authenticator app (recommended)
In the Two-factor authentication pop-up window, click on Set up now. Then follow the steps on the screen:
- Step one - General:
- Read the information.
- Click on Next.
- Step two - Verification method:
- Select Authenticator app.
- Download an authenticator app (Authy, Google Authenticator, or Microsoft Authenticator) onto your mobile phone. You can also install a desktop version if you don’t have a mobile (Authy desktop or Google Authenticator desktop).
- Open the authenticator app and scan the QR code shown in the window. Once scanned, the app will be synchronised with your user account.
- To verify the app, enter the six-digit code from your authenticator app.
- Click on Next.
- Step three - Back up method:
- Select Phone to get the code via phone call or SMS to get the code as a text message.
- Select your country code from the drop down menu.
- Enter a phone number that you have direct, daily access to at work (preferably not shared), and which is NOT answered by a machine.
- To verify the phone number, enter the six-digit code sent (via a phone call or text message).
- Click on Download recovery codes and make sure to save these codes for emergency use.
- Click on Next.
- Step four - Review:
- Review the information.
- Click on Finish.
Note:
- If you do not have a mobile, you can download a desktop authenticator app as an alternative (Authy desktop or Google Authenticator desktop).
- Do NOT delete the app after using it for the first time. Otherwise, you will need to reset your two-factor authentication and go through the setup process again.
- From now on, you will be asked for the code whenever the system gets a trigger about further authentication being required.
Set up with a phone number
In the Two-factor authentication pop-up window, click on Set up now. Then follow the steps on the screen:
- Step one - General:
- Read the information.
- Click on Next.
- Step two - Verification method:
- Select Phone (code via phone call) or SMS (code via text message).
- Select your country code from the drop down menu.
- Enter a phone number that you have direct, daily access to at work (preferably not shared), and which is NOT answered by a machine.
- To verify the phone number, enter the six-digit code sent (via a phone call or text message).
- Click on Next.
- Step three - Back up method:
- Select Phone (code via phone call) or SMS (code as text message).
- Select your country code from the drop down menu.
- Enter a different phone number to your main verification method. You should have direct, daily access to this number, and make sure that it is NOT answered by a machine.
- To verify the phone number, enter the six-digit code sent (via a phone call or text message).
- Click on Download recovery codes and make sure to save these codes for emergency use (lost your phone, etc).
- Click on Next.
- Step four - Review:
- Review the information.
- Click on Finish.
From now on, you will be asked for the code whenever the system gets a trigger about further authentication being required.
Reset two-factor authentication
You may need to reset two-factor authentication in certain situations, for example:
- You are unsure which phone should receive the code and how (shared user or phone number, or a colleague that set up two-factor authentication without telling you).
- You no longer have access to the phone used to set up two-factor authentication.
- You have deleted the authenticator app.
To reset two-factor authentication, contact our Support team. Once it has been reset, you will need to repeat the setup process.
Note:
- Each person using the platform must have their own user account (with a unique e-mail address). This is to protect guests’ data, and to comply with the Payment Card Industry Data Security Standards (PCI DSS) and the General Data Protection Regulation (GDPR).
- No shared e-mails should be used between employees (e.g. info@hotel.com or bookings@hotel.com)
- Set up your two-factor authentication code on a phone that you have direct, everyday access to at work, which has a line that is NOT answered by a machine, switchboard, or IVR system.
- If you do not receive the authentication code by SMS or phone call after several attempts, please contact our Support team.
Switch two-factor authentication methods
If you can log in, go to the user icon (top right corner) > My account > select your new preferred method.
If you cannot log in, contact our Support team to reset your account. Once it has been reset, you will need to repeat the setup process.
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