Set up two-factor authentication (2FA)

Two-factor authentication (2FA) adds an extra layer of security to your Halaxy account. When you sign in to Halaxy, 2FA requires you to enter an authentication code that you receive by SMS, email or an authenticator app.

2FA combines something you know (your password) with something you have (your device). Even if your password has been compromised, 2FA ensures that only you can sign into your account.

For a smoother login process, you can whitelist your IP address or remember your device so you are only required to complete 2FA verification when you log in from a new location or device.

Important

From 19 June onwards, 2FA will become mandatory for all existing and new Halaxy users. Starting 19 June, users who have not enabled 2FA on their Halaxy will be required to add at least one 2FA verification method before they can access their Halaxy account.

Tip

Why enable another 2FA method? This allows you to authenticate with a backup if you cannot access your primary method, preventing you from getting locked out of your account.

Enable 2FA for your Halaxy account

  • Users page

    1. Log into your account.

    2. Click Settings > Users.

    3. Next to your name, click the Icon-Settings.svg cogwheel icon.

      2FA-Individual-01.png
    4. In the pop-up, click Enable for the authentication method you want to use.

      2FA-Individual-02.png
    5. Follow these steps for your selected method.

      • Authenticator app:

        • Download an authenticator app to your smartphone. (Recommended apps: Google Authenticator or Microsoft Authenticator)

        • Use the app to scan the QR code displayed on Halaxy.

        • A new entry for your Halaxy account generates in the app, which generates your one-time verification code.

          2FA-Individual-04.png

          Example of a verification code generated on an authenticator app

      • Email: Enter your email address, then click Send Code. The verification code will be sent to the email address you entered.

      • SMS: Enter your mobile number, then click Send Code. The authentication code will be sent to the mobile number you entered.

    6. In Halaxy, enter the verification code then click Validate.

    7. Recommended: Enable another authentication method by repeating steps 4 to 6. Turn on the toggle switch below the method that you want to set as your primary authentication method when you log in.

    You have successfully enabled a two-factor authentication method for your account whenever you log in.

  • Login page

    If you have not enabled any 2FA methods, you are prompted to set up 2FA when you log in.

    1. Select a method for you to receive your 2FA verification code.

    2. Follow these steps for your selected method.

      • Authenticator app:

        • Download an authenticator app to your smartphone. (Recommended apps: Google Authenticator or Microsoft Authenticator)

        • Use the app to scan the QR code displayed on Halaxy, then click Continue.

        • A new entry for your Halaxy account generates in the app, which generates your one-time verification code.

          2FA-Individual-04.png

          Example of a verification code generated on an authenticator app

      • Email: Enter your email address, then click Send Code. The verification code will be sent to the email address you entered.

      • SMS: Enter your mobile number, then click Send Code. The authentication code will be sent to the mobile number you entered.

    3. In Halaxy, enter the verification code then click Verify.

    You have successfully enabled a 2FA method for your Halaxy account.

    Make sure to enable multiple 2FA methods from the Settings > Users page so you have a backup method.

Note

If you are a Full Access user, you can remove a 2FA method for another user, but only they can set up their own 2FA methods.

 

Whitelist IP addresses for 2FA

If you regularly log into your Halaxy account from the same location, you can require it only for logins from new locations. This streamlines your login process while still securing your account.

  1. Click Settings > Users.

  2. Next to your name, click the Icon-Settings.svg cogwheel icon.

    2FA-Individual-01.png
  3. Under Whitelist IP Address, set your preference to Only when coming from new IP addresses. (This option is only available after you enable a 2FA method.)

  4. Click Save.

Note

You cannot set this preference for another user. This preference can only be set by each individual user for their own account.

Tip

Want to be alerted of suspicious logins? Enable New Login Alerts for your practice in your group security preferences.

 

Trust a device for 30 days

When entering a 2FA code, the checkbox "Remember for 30 days" is ticked and highlighted

After entering your authentication code, you can choose to Remember for 30 days. If you tick this checkbox, you will not be prompted for 2FA to log in for the next 30 days as long as you use the same device and browser to log in.

 

Reset your authenticator 2FA when you have a new device

Your authenticator app is linked to the mobile device you used when you enabled it for 2FA. To link your Halaxy 2FA to a new device, you must log in with another 2FA method then reset your authenticator.

  1. Log into your account.

  2. If Authenticator is your primary 2FA method, click Use a different method to log in with another 2FA method.

    2FA-reset.png
  3. After you log in, click Settings > Users and click the cogwheel icon next to your name to open your 2FA settings.

  4. Next to Authenticator app, click Remove.

  5. Enable and validate your authenticator app again with your new device.

Note

To reset your authenticator app yourself, you must have multiple 2FA methods enabled. If you have only authenticator enabled and you are locked out, email our support team using the account's login email address and attach a copy of your photo ID to prove your identity.

 

Frequently asked questions

I selected authenticator app. How do I get my code?

  1. You first need to download an authenticator app to your mobile device. We recommend Google Authenticator or Microsoft Authenticator.

  2. Using the authenticator app, scan the QR code on Halaxy. This generates a verification code on the app.

  3. Enter this verification code in Halaxy to log in.

The next time you receive a 2FA prompt on login, open the app to generate a new verification code.

 

I am unable to receive a 2FA verification code and locked out of my account. How can I log in?

You may be unable to receive your 2FA verification code due to a variety of reasons, such as:

  • You are overseas and cannot receive SMS.

  • You lost your phone and cannot access your authenticator app.

  • You don't have access to the inbox for the 2FA email address.

If you cannot receive your code, ask a Full Access user in your practice to remove all your 2FA methods. This prompts you at login to enable 2FA, where you can enable a different method that you can access.

If you are the only Full Access user and you have been locked out of your account, email our support team using the account's login email address.

Tip: To avoid getting locked out of your account, it's recommended to enable all 2FA methods, so you always have access to alternatives in case you cannot access your primary method.

 

Can I disable 2FA for my practice?

No. 2FA is mandatory for all Halaxy accounts as a security measure to help prevent unauthorised access to accounts.

Full Access users may remove 2FA methods for other users in their practice, but users will still be prompted to enable 2FA ​when they log in. This can be used to reset 2FA for other users.

If you don't want to keep doing 2FA at every login, whitelist your IP address so you are only required to complete 2FA verification when you log in from a new location.

 

Note

If you are still experiencing issues, please call or email our support team for further assistance.

 
 

Updated

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