MFA - Using Multi-factor Authentication when Logging into Hero

Keeping your data secure is a top priority for Hero.  Multi-factor authentication is an extra tool in this toolkit.

MFA is available for all Hero users and is managed on an individual school basis.  School Leaders and Administrators have the ability to enable MFA for their staff, caregivers, and learners.   

Note: Enabling MFA does not make it compulsory.   If enabled, users will be provided with the ability to add this extra layer of security to their login if they choose.

Using MFA requires a user to have an authentication app on their phone or device.

ENABLING MFA FOR YOUR USERS

Note:  Schools in New South Wales will not have the option to enable MFA for Staff or Students due to the requirement to use the NSW DoE Single Sign On feature.  MFA can be enabled for Caregivers.

 1. Navigate to the Administration menu. If you have a wide-screen device this will already be visible on the left-hand side of your screen. If not, click on the Administration menu icon at the top left-hand side of your screen.

2. Under the heading Options select Basic Options

3.  Scroll down to Multi-Factor Authentication (MFA)

4.  Click the slider for any group of users that you wish to make MFA available to.

SETTING UP MFA AS A USER

The process of setting up MFA is the same for staff, caregivers and students.  This helps school staff to provide assistance to students and caregivers.

1. Click on the kaleidoscope placeholder in the top right-hand side of your screen.

2. Click SETTINGS

3.  Under Multi-Factor Authentication click SET UP MFA.

4.  Using the Authenticator app on your phone or device, scan the barcode.  If scanning is not available use the manual entry option and enter the Secret Key.  This will add an entry for your Hero login to the app.

5.  Enter the verification code from the Authentication app into the box provided.

6.  Print the recovery codes or Copy and Paste them to a document.  It is important to store either option in a safe place as these codes can be used in place of the MFA code.   Tick the checkbox and click NEXT.   

7.  Click OK.

8.  An email notification will be sent to you advising that MFA has been set up.  

LOGGING INTO HERO WITH MFA ACTIVATED

Logging into Hero using an email and password will require the extra step of adding the MFA code.

1. To log into Hero, enter your user email address, click NEXT, then enter your chosen password. Click SUBMIT.

2.  Enter the MFA Code provided in your authenticator app.  Click VERIFY.

3.  You are now signed into Hero.

REMOVING MFA AS A USER

The process of removing MFA is the same for staff, caregivers and students.  This helps school staff to  provide assistance to students and caregivers.

1. Click on the kaleidoscope placeholder in the top right-hand side of your screen.

2. Click SETTINGS

3.  Under Multi-Factor Authentication click MANAGE MFA.

3.  Click REMOVE followed by CLOSE.

4.  Click CONFIRM REMOVAL.

5.  It is best to also remove the entry on your Authenticator app to avoid confusion, as it is no longer valid.

6.  An email notification will be sent to the user to advise that MFA has been removed.

MANAGING MFA AS AN ADMINISTRATOR

Users have the responsibility of managing their own MFA but if users get into difficulty, an administrator has the ability to remove MFA for a user.  This may be required if a user sets up MFA but then deletes the entry from their authenticator app.

Removing MFA for a Staff member

1. In the Administration Menu click on Staff Members.

2.  Click the pop up menu icon on the staff profile.

3. Click MANAGE & DOWNLOAD

4.  Click MANAGE SETTINGS.

5.  Click MANAGE MFA

6.  Click REMOVE followed by CLOSE.

7. Click CONFIRM REMOVAL.

8.  An email notification will be sent to the user to advise that MFA has been removed.

Removing MFA for a Learner

1. Navigate to the student profile and click on their pop up menu

2. Click MANAGE & DOWNLOAD

3.  Click MANAGE SETTINGS.

4.  Follow the same process as for staff.

Removing MFA for a Caregiver

1. Navigate to the caregiver profile via the search tools or via the Contact tab on an associated student.  Click on their pop up menu.

2.  Click MANAGE SETTINGS and proceed as for a staff member.

Note:  A caregiver may be shared by other Hero schools.  If any one of these schools has enabled MFA for Caregivers, then any of the caregiver's Hero schools will be able to remove MFA for that caregiver as long as Hero access is enabled for that caregiver in that school.  This is because if a caregiver has difficulties, they are unable to identify which school allowed them to set up MFA so need to be able to seek help from any of the schools that they have access to.