OpenApply 2FA
Two Factor Authentication (2FA) in OpenApply allows for additional security for admin users, as when this feature is enabled, admin users must also authorise via an authenticator app such Google Authenticator or Microsoft Authenticator, when logging into OpenApply, in addition to entering their email address and password.
Two Factor Authentication is now available for all OpenApply schools by default. Please contact us at support@openapply.com if this option is not appearing for you, and you would like us to enable Two Factor Authentication (2FA) for admin users at your school. Once this feature has been enabled for your school, each admin user must then set up 2FA on their admin account, as explained below.
Enable Two Factor Authentication (2FA) for Your User Account
- for iOS: https://apps.apple.com/tw/app/google-authenticator/id388497605
- for Android: https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2
- for iOS: https://apps.apple.com/app/id983156458?mt=8
- for Android: https://play.google.com/store/apps/details?id=com.azure.authenticator&hl=en_GB&gl=US
4. After scanning the QR code in your authenticator app, Google Authenticator (or Microsoft Authenticator) will show you an authentication code:
Disabling Two Factor Authentication (2FA)
If you wish to no longer user 2FA, you can subsequently disable 2FA for your user account.
1. Begin by logging into OpenApply as an admin user, click on your profile in the top-right, and click Manage Your Profile:
Or if none of your colleagues are able to disable 2FA for you, please contact us at support@openapply.com, and we will call your school to verify your identity, before proceeding.
Login Process When 2FA is Enabled
1. Enter email and password (as normal)
2. Enter the code that shows on the Google Authenticator App
Frequently Asked Questions
1. How do I scan the QR code?
Open the relevant authenticator app on your mobile device, choose the '+' option to addd, and then you should be given the option to scan the code from your device
2. Can I force other users in my school to enable 2FA?
No, this is not possible, as each user must scan the QR code and enable 2FA for themselves. However, they are required to enable 2FA for exports, and you can also encourage your users to enable to 2FA.
3. What if I did not receive an SMS or email to authenticate?
Authentication is not via SMS or email, it is via your authenticator app. So you can open the authenticator app on your mobile device, and you will see the 6 digit code to enter.
4. What if I do not have a suitable mobile phone for 2FA?
Google Authenticator and Microsoft Authenticator are available on all modern iPhones and Android devices. The 'Authy' App is also supported. Or consult with your school IT team for a suitable device or assistance with downloading an authenticator app. The other alternative solution would be to consider using a password management tool on your computer that supports 2FA, such as 1Password.
5. How do I check if 2FA is enabled?
Click on your profile picture int he top-right, then Manage Your Profile. Scroll down, and you will see if 2FA is enabled
6. How do I handle logins for multiple schools?
If you have admin access to multiple OpenApply schools, you can follow the usual procedure above, and enable 2FA for each of your accounts. Each school is listed separately in the authenticator app, so you can see which code relates to which school
7. When do I need to enter a 2FA code?
Once you have enabled 2FA, you will be required to enter a 2FA 6 digit code (from your authenticator app) when logging into OpenApply, or when exporting data.
8. What if I can no longer access my account due to losing my 2FA app or phone?
If you wish to disable 2FA because you are unable to access OpenApply, please contact one of your colleagues in school who has the 'Security Admin' permission, and they can disable 2FA for you, via Settings > Staff Director, clicking on your user name, and then clicking to disable 2FA for you.
Or if none of your colleagues are able to disable 2FA for you, please contact us at support@openapply.com, and we will call your school to verify your identity, before proceeding.