📋 Free Download: 2026 HIPAA Compliance Checklist — updated for the latest OCR enforcement priorities. Get it free →

HIPAA Compliance 6 min read

Enable Two-Step Authentication

Two-Step Authentication (2FA) adds a critical second verification layer to your AXIS CloudSync account. It is required for all HIPAA-covered entities and business associates — and takes under two minutes to set up.

What Is Two-Step Authentication

Two-Step Authentication requires users to verify their identity with a second factor — an authentication code — in addition to their username and password. The code is delivered via an Authenticator Mobile App (recommended), text message, or email, depending on the user's configuration.

Important

Two-Step Authentication is required for HIPAA compliance. The 2026 HIPAA Security Rule updates explicitly require multi-factor authentication for all systems that access ePHI. Ensure all users in your organization have 2FA enabled.

Where Two-Step Authentication Applies

  • Web portal — Users are prompted for a code at each login.
  • Desktop client — Users must enter a code when registering the sync agent. Configure 2FA in the web portal before installing the desktop client.
  • Outlook Add-In — A code is required when registering the add-in, opening a new Outlook session, or changing credentials.
  • Mobile apps — A code is required on first login. Users are also required to set a passcode (PIN) for subsequent app sessions when 2FA is an organization policy.

Admin: Enforce Org-Wide Two-Step Authentication

Administrators can require all users in the organization to set up 2FA. Once enabled, users will be prompted to configure their own 2FA settings the next time they log in.

  1. 1Log in to the web portal and click the Settings tab.
  2. 2Click the Policies tab within Settings.
  3. 3Scroll down to find the Require Two-Step Authentication policy.
  4. 4Check the Require Two-Step Authentication checkbox.
  5. 5Click Save.

Note

If you later turn off this setting, end users must individually disable their own 2FA configuration — it is not removed automatically. See the Enforce 2FA Admin Guide for full details.

End User: Enable Your Own Two-Step Authentication

If your organization has not enforced 2FA, you can still enable it on your own account for added security.

  1. 1Log in to the web portal.
  2. 2Click your name or avatar in the top-right corner and select Account Settings.
  3. 3Navigate to the Security or Two-Step Authentication section.
  4. 4Click Enable Two-Step Authentication.
  5. 5Choose your preferred delivery method: Authenticator App, SMS text message, or Email.
  6. 6Follow the on-screen prompts to complete setup and verify your first code.

Tip

We strongly recommend using an Authenticator App (such as Google Authenticator, Microsoft Authenticator, or Authy) rather than SMS or email. Authenticator apps work offline and are more resistant to SIM-swap attacks.

Using an Authenticator App

  1. 1Download an authenticator app on your smartphone: Google Authenticator, Microsoft Authenticator, or Authy are all compatible.
  2. 2In your AXIS CloudSync Account Settings, select Authenticator App as your 2FA method.
  3. 3A QR code will appear on screen. Open your authenticator app and tap the + or Scan QR Code option.
  4. 4Scan the QR code with your phone's camera.
  5. 5Your authenticator app will now generate a new 6-digit code every 30 seconds. Enter the current code in AXIS CloudSync to verify and complete setup.

Note

Save your backup codes when prompted. These one-time codes let you regain access if you lose your phone.

Lost Access / Recovery

If you lose access to your 2FA device, use one of the following recovery methods:

  • Backup codes — Use one of the backup codes you saved during setup. Each code can only be used once.
  • Administrator reset — Contact your organization's AXIS CloudSync administrator. They can reset your 2FA settings from the Admin panel.
  • AXIS Support — If you are the administrator and have lost access, contact AXIS CloudSync support at 1-866-232-2211 or via the Contact page.
Back to All Tutorials
Schedule a Demo