Set up multi-factor authentication (MFA) in Schedule2.IT

What is MFA?

Multi-factor authentication (MFA) adds a verification step after your username and password. In Schedule2.IT, you can enter a code from an authenticator app or receive a one-time code by email.

Using single sign-on (SSO)? Your organization manages MFA through its identity provider, such as Microsoft Entra ID. Follow your IT team's instructions. The Schedule2.IT setup steps below apply to users who sign in directly with a Schedule2.IT username and password.

Available verification methods

Method	How it works
Authenticator app Recommended	Use a compatible app, such as Microsoft Authenticator or Google Authenticator, to generate a time-based, six-digit code. For direct Schedule2.IT MFA, enter the code shown in the app.
Email a code	Receive a one-time verification code at the email address on your Schedule2.IT account. Make sure you can access that mailbox before choosing this option.
Recovery codes	Save the backup codes provided during setup. Each code can be used once if your usual verification method is unavailable.

Text-message (SMS) MFA is not currently available, but in progress.

Before you begin

Have access to your Schedule2.IT account and the email address saved on it.
If you choose an authenticator app, install an app approved by your organization.
Have a secure place to save your recovery codes, such as an approved password manager.

Step 1: Start MFA setup

Sign in to Schedule2.IT and open your own user profile.
Select Security.
Find Multi-Factor Authentication and select Set up MFA.
Choose Authenticator app (recommended) or Email a code.

If your agency requires MFA, you may see the setup screen immediately after entering your password. Select Set Up MFA and follow the same enrollment steps.

Step 2: Verify your selected method

Authenticator app

In your authenticator app, add an account using a QR code.
Scan the QR code displayed by Schedule2.IT. If you cannot scan it, use the manual setup key shown on the screen.
Enter the current six-digit code from the new Schedule2.IT entry in your authenticator app.
Select Verify & enable.

Keep the QR code and setup key private. They can be used to generate your verification codes.

Email a code

Check the mailbox for the email address shown on the setup screen.
Enter the verification code from the Schedule2.IT email.
Select Verify & enable. If needed, use Resend code and enter the most recent code.

Step 3: Save your recovery codes

Schedule2.IT displays 10 recovery codes after you enable MFA. Copy them to a secure location before leaving the screen; this set is shown only once. Select Done or Continue, depending on where you started setup.

Each recovery code works once. Keep these codes private and accessible if your phone or mailbox is unavailable. On your Security page, Regenerate recovery codes creates a replacement set and invalidates the previous set.

Sign in with MFA

Enter your Schedule2.IT username and password.
On the Verification Required screen, enter the code from your configured authenticator app or email.
Select Verify to finish signing in.

If your usual method is unavailable, select Can't access your device? Use a recovery code and enter an unused recovery code.

Schedule2.IT uses the method you enrolled. A different code source is not automatically available as a backup; save your recovery codes during setup.

If your agency requires MFA

Your agency can require MFA for direct username-and-password sign-in. If you have not enrolled, the sign-in screen shows the setup prompt and any remaining postponements.

You can select Remind Me Later at most three times, and only within seven days of the first prompt, whichever limit is reached first.
Once that limit is reached, you must complete setup to continue signing in.
You cannot turn off MFA while your agency requires it. Contact an administrator if you need your enrollment reset.
After an administrator resets your MFA, an agency that requires MFA will require you to enroll again at your next password sign-in without a new postponement period.

Replace a phone or change your MFA method

If you can still sign in and your agency does not require MFA, open your own Security page, select Turn off MFA, and complete Set up MFA again with your new device or method. Save the new recovery codes.

If your agency requires MFA, ask an agency administrator to reset your enrollment. If you cannot sign in, try an unused recovery code first. If no recovery code is available, contact your agency administrator for help.

For agency administrators

Require MFA for your agency

With permission to manage these settings, open Admin → Settings → Features → System Settings and turn on Require Multi-Factor Authentication.

Notify users before enabling the requirement so they can prepare an authenticator app or confirm access to their email. Enabling it does not immediately sign out existing sessions. Turning the agency requirement off does not turn off MFA for users who have already enrolled.

This setting applies to direct Schedule2.IT password sign-in. Your identity provider controls MFA for SSO sign-in.

Reset a user's MFA

Verify the user's identity according to your organization's process.
Open the user's record and select Security.
In the MFA section, select Turn off MFA for this user and confirm the reset.
Have the user sign in again and complete MFA setup if required.

The reset clears the user's enrolled MFA method and recovery codes and signs out their active sessions. The user sets up their own authenticator or email method afterward.

Troubleshooting

Problem	What to check
The authenticator code is rejected	Use the Schedule2.IT entry in your app and its current six-digit code. Check that your device's date and time are set automatically. If a code is about to change, wait for the next one.
The email code does not arrive	Check the address shown, spam or junk folders, and your organization's email filtering. Use Resend code when available, then use the newest message. Follow any retry message if requests are temporarily limited.
The recovery code does not work	Use an unused code from your most recent set. Used codes and codes from a replaced set will not work.
The MFA setup option is missing	Confirm you are viewing your own Security page. SSO users manage MFA through their organization's identity provider.
The account is locked	Repeated incorrect sign-in or verification attempts can lock the account. Contact your agency administrator and see the account-unlock article below.

Helpful links and support

For help, contact your agency administrator or support@schedule2.it. Include your agency, the sign-in step where the problem occurs, and the error message. Do not include passwords, verification codes, recovery codes, QR codes, or setup keys.