Two-Factor Authentication

In this article:

Making Two-Factor Authentication Compulsory for Your Organisation

How to Set Up Two-Factor Authentication (Mobile/Tablet)

How to Set Up Two-Factor Authentication (Laptop/Desktop)

What is Two-Factor Authentication?

Two-factor authentication (2FA) is a specific type of multi-factor authentication that strengthens security by requiring two methods of identification (also referred to as authentication factors) to verify your identity.

Jobman uses time-based one-time passwords (TOTP): a 6-digit confirmation code that changes every 30 seconds, which needs to be entered from a third-party authenticator application in combination with your email and password, to login.

Some common authenticator apps include:

Google Authenticator (iOS, Android)
Microsoft Authenticator (iOS, Android)
Twilio Authy (iOS, watchOS, Android)
2FAS (Android)
1Password (Windows, MacOS, iOS, Android)

Most authenticator apps are are installed and set up on your phone or tablet. Some are available to be used on a computer, for example: 1Password is a mobile app and is also available as a browser extension on Mac and Windows.

Making Two-Factor Authentication Compulsory for Your Organisation

You can make 2FA compulsory for your office users to access your organisation's dashboard.

Important:

Before making 2FA compulsory for your organisation, it is important to understand the implications this can have for your staff.

We suggest discussing this feature with your IT consultant, and implementing a policy for how staff members will manage their 2FA codes. For example, if the company requires a certain app to be used, and where recovery codes are to be stored.

Please note: If a staff member loses access to their authenticator app and recovery code, they will not be able to access their Jobman account and will be permanently logged out.

Two-factor authentication is set up by individual users. This cannot be managed at an organisational level.

If a staff member loses access, the organisation does not have the ability to reset or recover the account.

To make two-factor authentication compulsory for your staff, follow these steps:

From the User Menu Panel on the left, navigate to Settings > Security > Update.
Tick the checkbox for Two-factor Authentication.
Click Save Changes.

Note: When your staff next login, they will need to set up 2FA before they can access the Jobman app.

Provide the link to this help document to your staff:

And direct them to the next two sections:

How to Set Up Two-Factor Authentication (Mobile/Tablet)

How to Set Up Two-Factor Authentication (Laptop/Desktop)

If you have made two-factor authentication compulsory for your organisation, this will not apply to users who have a Kiosk-only license. Two-factor authentication is intended to keep your organisation's confidential data safe, and Kiosk users are prevented from accessing confidential data at all.

How to Set Up Two-factor Authentication (Mobile/Tablet)

You will need: A smartphone with an authenticator app installed (see a list of common apps in the section above).

If you do not already have an authenticator app:

Open your app store and search for your preferred app (or the app required by your organisation).
Download and install the app, then complete the set-up required by the application.

Enabling two-factor authentication:

In Jobman, click the drop-down with your organisation's name and select My Jobman > Security, OR visit https://identity.jobmanapp.com/security
Click Enable button and enter your password when prompted.
Open your authenticator app and click to add a new entry.
Scan the Jobman QR code using your authenticator app. If you are unable to scan the QR code, you can manually enter the provided set-up key instead (see below).
You will now see a new entry inside your authenticator app with the name Jobman, and a 6-digit confirmation code. This code will change every 30 seconds.
Enter the 6-digit code into the Enter confirmation code field in Jobman.
Click Enable 2FA.
If you do not enter your code within the 30-second window, you will receive an error saying "The confirmation code entered was incorrect". Simply copy the new confirmation code and try again.
Once your confirmation code has been verified, a pop-up will appear with your one-time recovery code. It is important that you keep this code somewhere safe. Please refer to your company's policy on how and where to store this.
Once saved, click I have saved my recovery code to proceed.
2FA is now enabled! Next time you login, you will be prompted to enter the 6-digit confirmation code provided by your authenticator app.

What is a one-time recovery code? A one-time recovery code will be generated for you upon enabling 2FA. This recovery code can be used to bypass two-factor authentication in the instance that you don't have access to your authenticator app, i.e. lost phone, battery dead, etc.

Please note: Once you have used your recovery code, it will no longer work and a new code will be generated for you. Please remember to save this new recovery code, or disable two-factor authentication if you no longer have access to your authenticator app.

How to Set Up Two-factor Authentication (Laptop/Desktop)

Before starting, you will need to sign up for and download the 1Password application, as well as the 1Password browser extension.

Once 1Password has been installed and set up:

In Jobman, click the drop-down with your organisation's name and select My Jobman > Security, OR visit https://identity.jobmanapp.com/security
Click Enable button and enter your password when prompted.
Once you can see the QR code, open your 1Password browser extension.
Find (or create) the matching Jobman entry with your login credentials.
Use the three-dot menu at the top right and click Scan QR Code. You will see a small message that says Copied one-time password.
Paste the 6 digit code provided into the Enter confirmation code field.
Click Enable 2FA.
If you do not enter your code within the 30-second window, you will receive an error saying "The confirmation code entered was incorrect". Simply copy the new confirmation code and try again.
Once your confirmation code has been verified, a pop-up will appear with your one-time recovery code. It is important that you keep this code somewhere safe. Please refer to your company's policy on how and where to store this.
Once saved, click I have saved my recovery code to proceed.
2FA is now enabled! Next time you login, you will be prompted to enter the 6-digit confirmation code, which you can retrieve by opening the 1Password browser extension and copying it from the Jobman entry, mentioned above.

Lost or Forgotten Recovery Code?

You can generate a new recovery code at any time as long as you are logged in to Jobman. Go to your Jobman security settings and click Regenerate Recovery Code. You will be prompted to enter your password before a new recovery code is generated.

Lost or Stolen Phone?

If you have lost your phone, you will need to disable 2FA for your account. Use your recovery code to login and click Disable 2FA in your security settings.