Two-Factor Authentication (2FA) Management provides visibility and control over how two-factor authentication is enforced across your practice. While users manage their own 2FA setup, administrators have centralized tools to monitor status and assist with access issues when needed.
This article focuses on how admins and users manage and view 2FA. For full setup instructions and an overview of 2FA methods, see Two-Factor Authentication (2FA) in PbN.
What Is 2FA Management?
2FA Management is a security management page that allows administrators to:
View each user’s 2FA status
See which authentication method is being used
Identify when a user last successfully verified
Reset 2FA if a user needs to reconfigure access
This helps ensure practice-wide security policies are enforced while minimizing login disruptions.
Where to Find 2FA Management (Admin Access)
Go to: New Settings > General > Security Management > 2FA Management
🔒 Only administrators have access to the 2FA Management page.
2FA Management (Admin View)
What Admins Can See
For each user in the practice, administrators can view:
2FA Status
Enabled (Required)
Disabled (Required)
Disabled
Authentication Method
Example: Authenticator App, SMS, or Email
Last Successful Verification Date
Refresh 2FA Status
Allows admins to update the displayed status if recent changes were made
This visibility helps admins quickly identify users who may need assistance or are out of compliance with required security settings.
Resetting a User’s 2FA
If a user loses access to their authentication method or needs to set up 2FA again, admins can reset it directly from the 2FA Management page.
When Reset 2FA is selected:
The user’s existing 2FA configuration is removed
The user must reconfigure 2FA at their next login (if required)
A confirmation prompt appears before the reset is completed
This action does not disable 2FA requirements—it simply clears the existing setup so the user can start fresh.
When Admins Should Reset 2FA
Common scenarios include:
The user changed phones or phone numbers
The authenticator app is no longer accessible
The user is unable to receive verification codes
Login troubleshooting or account recovery
2FA Management (User View)
What Users Can See and Manage
Users do not have access to the 2FA Management table. Instead, they manage their own two-factor authentication through their User Profile.
From their profile, users can:
Enable or disable 2FA (if allowed by practice policy)
Change their authentication method
View which verification method is active
Manage trusted devices
For step-by-step setup instructions and method comparisons, users should refer to Two-Factor Authentication (2FA) in PbN.
What Users Experience at Login
Depending on practice requirements and account status, users may see:
A prompt to complete 2FA after entering their password
A required setup flow if 2FA is enabled but not configured
A verification code request from their selected method
The option to trust the device for a limited time (up to 1 month)
If backup recovery codes were generated during setup, users can use them if their verification method is unavailable.
After an Admin Resets 2FA
If an administrator resets a user’s 2FA:
The user’s previous 2FA setup is removed
The user is prompted to reconfigure 2FA at their next login (if required)
The user cannot access the platform until setup is completed
This ensures continued account security while allowing the user to regain access.
When Users Should Contact an Admin
Users should reach out to an administrator if:
They no longer have access to their phone or authenticator app
Verification codes are not being received
They are unable to complete the login process due to 2FA
Admins can then reset 2FA so the user can reconfigure it securely.
Summary
2FA Management gives administrators centralized oversight of authentication security while allowing users to manage their own verification methods. Together with proper 2FA setup, this ensures strong protection for practice, patient, and financial data.
For full details on enabling 2FA, available methods, and recommended security practices, see Two-Factor Authentication (2FA) in PbN.
If additional assistance is needed, contact Practice by Numbers Support.