User Guide: Setting up an Authenticator App

At Ottimate, we recommend using an Authenticator App for a more secure and reliable login experience. While SMS and Email are great for getting started, an Authenticator App (also known as TOTP) provides professional-grade security that works even when you don't have cell service.

1. What is an Authenticator App?

An Authenticator App is a small application on your smartphone that generates a new 6-digit security code every 30 seconds. Because these codes are generated directly on your device and are not "sent" over a network, they are immune to many common hacking methods like SIM-swapping.

Popular Apps You Can Use:

• Google Authenticator (Simple & Fast)

• Microsoft Authenticator (Great for Windows users)

• Authy (Best for syncing across multiple devices)

• Apple Passwords (Built directly into iPhone Settings)

2. How it Works on Ottimate

On Ottimate, the Authenticator App acts as an upgrade to your security:

• Before Setup: Your "Default" method is either SMS or Email.

• After Setup: The Authenticator App becomes your Default method if you choose it.

• The Fallback: Your SMS or Email choice doesn't disappear—it stays active as an Alternative method in case you ever lose access to your app.

3. How to Set Up Your Authenticator App

1. Download an App: Install your preferred authenticator from the App Store or Google Play Store.

2. Navigate to Security: Log in to Ottimate and go to Settings > Account Security > 2-Step Verification.

3. Verify Your Identity: For your protection, before adding a new method, Ottimate will ask you to re-verify. Enter the one-time code sent to your current preferred method (SMS or Email).

4. Start Setup: Once verified, under "2-Step Verification," click [Add Authenticator App].

5. Scan the QR Code: Open your chosen app on your phone, select "Add Account" or the "+" icon, and scan the QR code shown on your Ottimate screen.

6. Verify the Link: Enter the 6-digit code currently displayed in your app into the Ottimate verification box to finish the link.

4. Signing In: Default vs. Alternative

Once configured, your login flow will change slightly to give you more protection:

The Default Flow:

1. Enter your Email and Password.

2. Ottimate will ask for your Authenticator Code.

3. Open your app, type the 6-digit code, and you're in!

The Alternative Flow (The "Safety Net"): If you don't have your phone with you or the app isn't working:

1. On the verification screen, click "Switch to another method."

2. Ottimate will send a code to your Alternative method (SMS or Email) instead.

3. Enter that code to log in as usual.

5. Managing Your MFA

You can change your preferences at any time in your Security Settings under 2 Step Verification:

• To Switch Backups: If you want to change your backup to SMS, simply select the appropriate radio button.

• To Disable the App: If you remove the Authenticator App, Ottimate will instantly revert to using your default method  (SMS or Email) as the primary way to verify your identity.

6. FAQs

Is this safer than SMS? Yes. SMS codes can sometimes be intercepted or delayed by mobile carriers. Authenticator codes never leave your physical device, making them much harder to hack.

What happens if I get a new phone? Most modern apps (like Google or Authy) allow you to back up your codes to your cloud account. If you get a new phone, simply sign into the app on the new device to restore your Ottimate connection.

Can I have the same code on two phones? Yes! When you see the QR code during setup, you can scan it with two different phones at the same time. Both phones will then generate the exact same codes for your Ottimate account.

What happens if I lose my phone and don't have a backup email/SMS? If you lose your device and cannot access your alternative methods, please contact your Ottimate Administrator or our Support Team to verify your identity and reset your MFA.

What if I lose my phone?

If you lose the phone that has your Authenticator App, don't worry—you have multiple ways to get back in:

• Use your Alternative Method: On the login screen, click "Switch to another method" to receive a code via SMS or Email instead.

• Add a New Device: Once you are logged back in, go to your 2-Step Verification settings. You can remove the old phone and click [Add Authenticator App] again to link your new device.

• Set Up Multiple Apps: You can actually link multiple devices (like a second phone or a tablet) to the same Ottimate account. This way, if one device is lost, you have a spare one ready to generate codes.