IT Services

This guide is for the staff of Metropolia University of Applied Sciences. You can follow this guide regardless of whether you have an iOS or Android phone.

Have you enabled multi-factor authentication?

If you haven't set up any multi-factor authentication methods, follow the instructions in the guide:

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How

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do I enable multi-factor authentication

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when it's mandatory? The guide will walk you through enabling Microsoft Authenticator first, followed by text message authentication, and then alternative authentication methods. When setting up alternative methods, use a device other than your primary one for authentication. This way, you'll be prepared in case your primary device is lost or damaged.

How do I prepare for the potential loss or damage of my phone?

Have you considered what you would do if your phone gets damaged or stolen? Create a plan to access services without relying on the functionality of your primary phone. You have several options:

• Set up a secondary authentication method on another device you have access to (e.g., a personal phone or backup phone) by installing an Authenticator app. Google Authenticator is an alternative to Microsoft Authenticator.
• Configure text message authentication to another mobile phone number you have access to.

This is important. If you haven't done either of these, you may find yourself in an uncomfortable situation if your phone gets lost or damaged.

Please note that all devices used for authentication should be under your personal control. Authentication methods should not be configured on devices used by others, even close family members.

In any case, configure both the Authenticator app and text message authentication as your authentication methods on your primary phone. If your phone is damaged, you can temporarily move your SIM card to another phone, such as one borrowed from a colleague. Authenticate via text message and read the authentication code on the other phone. Text messages are directed to your phone number, which travels with your SIM card from one phone to another.

You can enable alternative authentication methods using this guide: "How to enable multi-factor authentication (MFA)."

What's the solution if I don't have another phone?

Consider one of these alternative options:

• Obtain an affordable, used smartphone to serve as a backup device. It doesn't necessarily need its own phone plan. You can get one inexpensively, as factors like battery condition are not critical – it just needs to run the Authenticator app while charging. Connect the backup phone to a Wi-Fi network. Ensure that software updates stay current, even if you're not actively using the backup phone. Install an Authenticator app like Google Authenticator and set it as your secondary authentication method.
• If you have a tablet, you can also install an Authenticator app like Google Authenticator on it.
• Get a used backup phone that is not a smartphone. The advantage compared to the previous options is that you don't need to worry about updates or connecting the phone to a Wi-Fi network. Get a prepaid plan for your backup phone. Prepaid plans are usually pay-as-you-go, so you'll only incur minimal costs when the phone is in use. However, prepaid plans typically require adding a small amount of credit periodically to keep them active. Set up text message authentication to the number associated with your prepaid plan.

Multi-factor authentication prevents login issues. What should I do?

1. When the service requests authentication through Microsoft Authenticator, you can typically use the Microsoft Authenticator app installed on your primary phone to authenticate and log in using your preferred method.

2. If your primary phone is damaged or lost, select "Choose another method."

3. As per the above instructions, you've proactively set up alternative authentication methods. Choose the one that is most readily available to you.

4. The service will guide you through the steps until you've successfully authenticated and logged in.

What should I do if my primary phone is unavailable, and I haven't prepared for this situation?

If you haven't enabled alternative authentication methods, you'll only be able to log in once your primary phone is available again. However, you can try the following:

• Establish a VPN connection or go to a Metropolia campus and attempt to log in. Being on the Metropolia internal network may affect login success in some cases.
• Try logging in with a device you've previously used for login without multi-factor authentication.
• If needed, contact Helpdesk using the provided contact information. Resolving login issues may take time, so it's essential to prepare in advance for such situations.

If you can successfully log in using the above steps, promptly set up multiple authentication methods to avoid encountering a similar situation in the future.

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