1. What is Two-Factor Authentication (2FA)?

Two-Factor Authentication, commonly abbreviated as 2FA, is a security method that adds an extra layer of protection to your online accounts. It requires two different types of information to verify your identity:

1. Something you know - typically your password
2. Something you have - in this case, your mobile device with an authenticator app

With 2FA enabled, even if someone discovers your password, they still can't access your account without the second factor - a temporary code generated by your authenticator app.

2. Why Should You Use 2FA?

In today's digital world, passwords alone aren't enough to keep your accounts secure. Here's why you should use 2FA:

• Enhanced security: It adds an extra barrier against unauthorized access, even if your password is compromised.
• Protection against common attacks: It helps defend against phishing, social engineering, and credential stuffing attacks.
• Peace of mind: You'll know your sensitive information and digital identity have additional protection.
• Increasingly required: Many services now require or strongly encourage 2FA for all users.

3. How 2FA Works with Authenticator Apps

Authenticator apps generate temporary, time-based codes that serve as your second factor when logging in. Here's how the process works:

1. You download and install an authenticator app on your smartphone or tablet.
2. When setting up 2FA for a website or service, you link the authenticator app to your account (usually by scanning a QR code).
3. The app will now generate a new 6-digit code every 30 seconds, specifically for your account.
4. When logging in, after entering your password, you'll be prompted to enter the current code from your authenticator app.
5. The service verifies that the code you entered matches what it expects, and if correct, grants you access.

The value of this system is that the codes are:

• Temporary: Each code is only valid for 30 seconds
• Unique: A new code is generated each time
• Offline: The app works without an internet connection

4. Popular Authenticator Apps

There are several excellent authenticator apps available. All of these are free to download and use for basic 2FA:

• Google Authenticator
• Microsoft Authenticator
• Authy

5. Setting Up 2FA with an Authenticator App

Setting up 2FA with an authenticator app is typically a straightforward process:

Step 1: Install an Authenticator App

Download and install one of the authenticator apps mentioned above from your device's app store.

Step 2: Enable 2FA in Your Account Settings

1. Log in to the DataBiz Solutions website
2. Click on the Users tab to navigate to account settings
3. Look for and click the "Enable Two-Factor Authentication" button

Step 3: Link Your Authenticator App

1. The website will display a QR code
2. Open your authenticator app
3. Select the option to add a new account (usually a + button)
4. Use your camera to scan the QR code

Step 4: Enter the Verification Code

1. Your authenticator app will now show a 6-digit code for the new account
2. Enter this code on the website to verify the setup was successful
3. The website will also provide backup codes (save these securely!) you can use if you don't have your phone

Step 5: Complete the Setup

Once verified, 2FA is now active for your account. From that point on, you'll need both your password and a code from your authenticator app to log in.

Tips for Smooth Usage

• Check the time: Make sure your phone's clock is accurate, as the codes are time-based
• Act quickly: The codes change every 30 seconds, so enter them promptly
• Look for the right service: As you add more accounts to your authenticator app, make sure you're using the correct code for the service you're logging into

6. Backup Codes: Your Safety Net

When setting up 2FA, DataBiz Solutions will provide backup codes. These are important!

What Are Backup Codes?

Backup codes are one-time use codes that can bypass 2FA if you lose access to your authenticator app (e.g., if you lose your phone or get a new one).

How to Handle Backup Codes

• Save them securely: Store them in a password manager, print them, or write them down and keep them in a safe place
• Keep them private: Anyone with your backup codes can bypass your 2FA
• Don't store them with your password: This defeats the purpose of having two separate 'factors'

7. Common Issues and Troubleshooting

Codes Not Working

• Check your device time: Make sure your phone's time is set to automatic. Incorrect time settings can cause code mismatches.
• Verify the account: Ensure you're using the correct code for the right service.
• Try the next code: If a code is about to expire, wait for the next one to generate.

Lost or New Phone

If you get a new phone or lose your current one:

• Transfer authenticator data: Some apps like Authy allow cloud backup and restore
• Use backup codes: Use one of your saved backup codes to log in and re-setup 2FA on your account with your new phone
• Reset 2FA: If all else fails, you may need to contact customer support for the service to reset your 2FA

Multiple Devices

To use 2FA on multiple devices:

• Set up each device: When initially setting up 2FA, scan the same QR code with multiple devices before completing setup
• Use an app with sync: Authy allows syncing across multiple devices
• Password managers: Some password managers like 1Password or Bitwarden can store and sync your 2FA seeds across devices

8. Frequently Asked Questions

Will I need 2FA every time I log in?

Usually yes - once you have 2FA enabled on your account we will typically look for it each time you log in. It is possible for a school to overrule this and stipulate that none of their Guardians and/or Staff need to pass 2FA checks, at which point DataBiz will no longer ask for 2FA verification for those accounts even if 2FA is enabled on them.

What if I don't have my phone with me?

This is where backup codes are essential. Always keep your backup codes in a secure but accessible place separate from your phone.

Can I use one authenticator app for multiple accounts?

Yes - all authenticator apps are designed to handle multiple accounts. You can add as many services as you need to a single authenticator app.

Will I get locked out if I lose my phone?

If you have your backup codes, you can use those to regain access. If you don't have backup codes, you'll need to contact info@databizsolutions.ie.

Does setting up 2FA on a new device disable it on my old device?

Not necessarily. With most authenticator apps, your old device will continue to generate valid codes unless you specifically reset 2FA. This allows you to have multiple devices that can generate codes.

What should I do before getting rid of my old phone?

Before disposing of a device with authenticator apps:

1. Ensure you have another means of generating codes (either transfer to new device or have backup codes)
2. If possible, use the authenticator app's transfer feature to move accounts to your new device
3. Consider disabling 2FA temporarily and re-enabling it on your new device if transfers aren't possible