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Multi-Factor Authentication

Multi-Factor Authentication (MFA) adds a second verification step when signing in to Ex-Online. After entering a password, the user provides a one-time code from an authenticator app on their phone.

MFA applies to all users who sign in at cloud.ex-online.com or ex-online.com. Users who sign in via Single Sign-On (SSO) are not required to enrol.

Supported Authenticator Apps

Section titled “Supported Authenticator Apps”

Any TOTP-based (Time-based One-Time Password) authenticator app works with Ex-Online, such as Google Authenticator or Microsoft Authenticator.

Account Creation

Section titled “Account Creation”

Ex-Online accounts are invite-only. An account Owner or Manager sends an invite link to the user’s email address. The link opens a registration form where the user confirms their email, sets a username and password, and accepts the Terms of Use.

Account creation form (Account creation form)

Enrolment Screen

Section titled “Enrolment Screen”

After the first successful sign-in, the browser redirects to the MFA enrolment screen. This screen displays a QR code and a text field for a one-time code.

Sign-in screen (Sign-in screen)

The user scans the QR code with their authenticator app, which registers Ex-Online and begins generating one-time codes that refresh every 30 seconds. Entering a valid code in the Enter your one-time code field completes enrolment.

MFA enrolment screen showing QR code and one-time code field (MFA enrolment screen)

The Trouble Scanning? button reveals a text code that can be entered manually into the authenticator app — useful when the QR code cannot be scanned (e.g. the browser and authenticator are on the same device). This text code can also be saved in a password manager as a backup for re-registering on a new device.

Sign-In Prompt

Section titled “Sign-In Prompt”

On every subsequent sign-in, after entering the correct username and password, the Verify Your Identity screen appears. It has a single text field for the current one-time code from the authenticator app.

Verify your identity screen with one-time code field and remember device checkbox (MFA sign-in prompt)

Remember This Device

Section titled “Remember This Device”

The sign-in prompt includes a Remember this device for 30 days checkbox. When checked, that browser and device skip the MFA prompt for 30 days. After 30 days, or when signing in from a different browser or device, the prompt reappears.

Recovery

Section titled “Recovery”

If a user loses access to their authenticator app — for example after switching phones, a factory reset, or deleting the app — contact support to have the MFA enrolment reset. Call 07 3040 0082 or email support@ex-online.com. After the reset, the next sign-in presents the enrolment screen again, allowing the user to register a new authenticator.

SSO Users

Section titled “SSO Users”

MFA does not apply to users who sign in via Single Sign-On (SSO). SSO users authenticate through their identity provider, which may enforce its own MFA policy separately.

Section titled “Related Topics”