How to Use an Authenticator App for Multi-Factor Authentication (MFA)

An authenticator app provides a critical extra layer of security for your online accounts. It is the best way to protect your data from hackers, especially when compared to receiving codes via text message (SMS), which can sometimes be intercepted.

What is an Authenticator App?

Think of logging into your online account as opening your front door.

1. Your First Key: Your Password. This is the secret word you type.

2. Your Second Lock: The Authenticator App. This app lives on your personal cellphone.

The app provides a special six-digit number that works like a temporary second key. This number is only valid for 30 seconds before it instantly changes to a new one.

Why is this safe?

When you log in, you must quickly type in both your password AND that changing number from your phone. Even if someone steals your password, they can't get past the second lock because they don't have your phone with the secret, rotating code.

It ensures only you and your phone can enter the account.

Universal Setup Process

The steps for linking an authenticator app to a website are almost identical, regardless of the app you choose.

Step 1: Starting the Setup (On Your Computer or Tablet)

1. Log In to you Cloudbeds PMS account.

2. Set up multifactor authentication

3. Choose Google Authentication method. While the page says Google Authentication, the TOTP standard is universal. You can use any authenticator app that supports it, including:

   • Google Authenticator
   • Okta Verify
   • Microsoft Authenticator
   • 1Password
   • Authy

4. Select your device type

Step 2: Linking the Account (On Your Smartphone)

1. Download Your App: Download your preferred authenticator app (Google Authenticator, Okta Verify, Authy, etc.) from your phone’s app store. Open the app.

2. Add a New Account: In the app, look for a button or icon like a + sign or a setting that says Add Account or Scan QR Code.

3. Scan the Code: Point your phone's camera (through the app) at the QR Code on your computer screen. Your phone will instantly recognize it.

   • If you cannot scan the code (e.g., if your camera doesn't work), look for the option to Enter Setup Key Manually on the website, and type that long key into your phone app instead.

4. Get the Code: Once the scan is successful, the app will immediately display a new, rotating six-digit code for that account.

Step 3: Final Verification and Backup

1. Enter the Code: Quickly look at the code in your authenticator app and type it into the designated field on the Cloudbeds website (the page with the QR code).

2. Complete Setup: Click Verify or Confirm on the website.

App-Specific Resources and Video Walkthroughs

While all of these apps follow the universal setup process above, these resources provide specific, beginner-friendly help for each application.