Multi-Factor Authentication (MFA)

Multi-factor authentication (MFA) protects your News Suite account with a second step at login. Besides your password, you also enter a short code from an authenticator app on your phone or computer. Someone who learns your password still can’t sign in without that code.

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What is an authenticator app?

An authenticator app generates a new 6-digit code every 30 seconds for each account you add to it. The codes are calculated on your device, so the app works without an internet connection or mobile signal. You don’t receive anything by SMS or e-mail.

When you set up MFA, News Suite shows a QR code. Scanning it with the app links the app to your account. From then on, the app shows a code for News Suite that you type in when you log in.

You can use any authenticator app that supports standard time-based codes (TOTP). Common choices:

App	Available on	Notes
Microsoft Authenticator	iPhone, Android	Free. Can back up your accounts to your Microsoft account.
Google Authenticator	iPhone, Android	Free. Can sync your codes to your Google account.
Apple Passwords / iCloud Keychain	iPhone, iPad, Mac	Built in, nothing to install. Codes are saved with your passwords and sync across your Apple devices. On iOS 18 and macOS Sequoia or later, use the Passwords app. On older versions, go to Settings → Passwords.
1Password, Bitwarden and other password managers	Most devices	Many password managers can store verification codes next to your password.

Tip

Pick an app that backs up or syncs your codes, such as Microsoft Authenticator, Google Authenticator with sync turned on, or iCloud Keychain. If you lose or replace your phone, your codes come with you.

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Setting up MFA

1. Install an authenticator app if you don’t have one yet (see the table above).
2. In News Suite, open your profile menu (your name in the top right corner) and choose Security Center.
3. Under Multi-factor authentication, click Set up MFA.
4. Enter your current password and click Continue.
5. If asked, verify your identity.
6. In your authenticator app, add a new account. This is usually a + button, or Set Up Verification Code in Apple Passwords. Then scan the QR code shown on screen.
7. Type the 6-digit code from the app into News Suite and click Activate.

MFA is now active. The next time you log in with your password, you’ll be asked for a code from the app.

Note

The code changes every 30 seconds. If a code is rejected, wait for the next one and try again. Also check that your phone’s date and time are set automatically.

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Using a passkey instead

A passkey lets you sign in with your fingerprint, face, device PIN or a security key instead of a password. Examples are Touch ID, Face ID and Windows Hello. A passkey also meets your organisation’s MFA requirement.

To add one, open the Security Center from your profile menu and click Add a passkey, then follow your browser’s instructions.

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Verifying your identity

Before an authenticator app or a passkey is added to your account, News Suite checks that the request really comes from you. Depending on your account, you’ll be asked to:

• use your existing authenticator app or passkey, if you already have one, or
• enter a code sent to your e-mail address or mobile phone, if you don’t.

This stops someone who only knows your password from adding their own device to your account. The same check applies when you change an e-mail address or mobile number that’s already on your account.

If you have no contact details on file, you’ll be asked to add them first.

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When your organisation requires MFA

Your administrator may require every user to set up MFA before a deadline.

• Before the deadline, a reminder appears when you open News Suite. You can set up MFA or a passkey straight away, or choose Remind me later to snooze the reminder for a day, a week or a month. Snoozing is only possible while the deadline is still ahead.
• From the deadline on, you can’t use News Suite until you’ve set up MFA or a passkey. The setup screen opens automatically when you log in.

You’ll also be asked for your e-mail address and mobile number if they’re missing, since they’re needed to verify your identity during setup.

Note

If you sign in through your organisation’s Microsoft or Google account, MFA is handled by that provider, and you won’t be asked to set it up in News Suite.

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Lost your phone?

If you can’t access your authenticator app anymore, ask a News Suite administrator to remove MFA from your account. They can do this from Administration → Users & Roles by opening your user. You can then log in with your password and set up MFA again on your new device.

To avoid this, use an app that backs up or syncs your codes, or also add a passkey as a second way to sign in.