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Authentication

Login

How to sign in and use two-factor authentication (2FA)

System Login

This guide explains how to sign in to the system using username and password and how two-factor authentication (2FA) works.

It is intended for non-technical end users.

Login page

On the login page you must enter:

  • Username
  • Password

After entering your credentials, click Sign In.

If the credentials are correct:

  • access is completed or
  • the system asks for a 2FA code, if enabled.

What is two-factor authentication (2FA)?

2FA adds an extra layer of security.

In addition to username and password, you must enter:

  • a 6-digit temporary code
  • generated by an authenticator app (e.g., Google Authenticator, Microsoft Authenticator).

First login with 2FA enabled (initial setup)

If 2FA is enabled and not yet configured, after login you will see the setup page.

What to do

  1. Open an authenticator app on your smartphone.
  2. Scan the QR code shown on the screen. Alternatively: manually enter the secret key displayed below the QR code.
  3. Enter the 6-digit code generated by the app.
  4. Click Complete Setup.
This setup is required only the first time.
The QR code is shown only the first time. Make sure to complete the setup during your first login.

Subsequent logins with 2FA already configured

On subsequent logins:

  • the QR code is no longer shown
  • only the 6-digit verification code is required

What to do

  1. Open your authenticator app.
  2. Enter the 6-digit code.
  3. Click Verify.

This behavior is expected and means that 2FA is already active.

Expired password

If your password has expired, the system will prompt you to change it before completing the login.

This applies only to users authenticated via the Internal Identity Provider of VireoXcube. Users authenticated via LDAP or Active Directory follow the password policies defined by the external server.

What to do

  1. Enter your current password
  2. Enter a new password
  3. Confirm the new password
  4. Click Change Password

After successfully changing your password, you can proceed with the login (including 2FA verification if enabled).

Password expiration policies are configured by your system administrator. Contact them if you have questions about password requirements.

Session management

Your login session has a limited duration. When it expires:

  • the system will show a login modal asking you to re-authenticate
  • you do not need to reload the page
  • after successful re-authentication, you can continue working from where you left off
If you remain inactive for an extended period, you may be automatically logged out for security reasons.

Warning messages

During login, you may see warning messages (orange triangle) such as:

  • request to enter the 2FA code
  • request to complete 2FA setup
  • notification that your password has expired

These messages are informational and guide you through the required steps.

Frequently asked questions

Why don’t I see the QR code anymore?

Because the QR code is shown only during the initial 2FA setup.

Do I need to set up 2FA every time?

No. After the first setup, you only need to enter the code from the app.

What happens if I go back?

If you go back, login is not completed and you must start again.

I forgot my password, what should I do?

If you no longer remember your password, you cannot recover it yourself.

You must contact a system user with user management permissions.
From the User Management page, they can:

  • reset your password;
  • as a result, also reset your 2FA.

After the reset, you will be asked to set up 2FA again at your next login.

I changed my phone or lost access to 2FA, what should I do?

If you no longer have access to your authenticator app:

  • contact a user with user management permissions;
  • from the User Management page, they can:
    • reset only the 2FA, without changing your password.

At the next login:

  • the system will show the QR code again,
  • allowing you to register your account again in your authenticator app.

My password expired, what should I do?

When your password expires, the system will automatically prompt you to change it during login. Enter your current password and choose a new one that meets the security requirements.

Can I copy the secret key instead of scanning the QR code?

Yes. Below the QR code, a secret key is displayed. You can click Copy to Clipboard and manually enter it in your authenticator app. This is useful if your camera is not working.

Why was my session expired?

For security reasons, sessions have a limited duration. If you remain inactive for too long or the session token expires, you will need to log in again. Simply enter your credentials in the login modal that appears.

What authenticator apps can I use?

You can use any TOTP-compatible authenticator app, such as:

  • Google Authenticator
  • Microsoft Authenticator
  • Authy
  • 1Password
  • Any other app that supports time-based one-time passwords (TOTP)

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