✅ User Guide: Setting Up Two-Factor Authentication (2FA) on webmail.kingsley.co.za

Two-Factor Authentication (2FA) adds an extra layer of security to your webmail account by requiring a second form of verification (like a code from your phone) in addition to your password. This guide will walk you through setting up 2FA using an authenticator app such as Google Authenticator, Microsoft Authenticator, or Authy.

???? Before You Begin

You’ll need:

• Access to your webmail account at https://webmail.kingsley.co.za
• A smartphone or tablet
• An authenticator app installed (e.g., Google Authenticator, Microsoft Authenticator, Authy)
  • ???? Download from:
    • Google Authenticator (Android/iOS)
    • Microsoft Authenticator (Android/iOS)
    • Authy (Android/iOS)

???? Step-by-Step Setup Instructions

Step 1: Log In to Webmail

1. Go to https://webmail.kingsley.co.za
2. Enter your full email address and password.
3. Click Login.

⚠️ If 2FA is already enforced by your administrator, you may be prompted to set it up immediately after login.

Step 2: Navigate to Security Settings

1. Once logged in, click on your profile icon or username (usually in the top-right corner).
2. Select Settings, Preferences, or Security Settings (exact wording may vary depending on the webmail platform — e.g., Roundcube, Horde, or custom interface).
3. Look for a section labeled:
   • “Two-Factor Authentication”

Step 3: Enable Two-Factor Authentication

1. Toggle or click Enable Two-Factor Authentication.
2. You may be asked to re-enter your password for security verification.

Step 4: Set Up Authenticator App

1. You’ll see a QR code on screen.
2. Open your authenticator app on your phone.
3. Tap + (Add Account) → Scan QR Code.
4. Point your camera at the QR code on your computer screen.
5. The app will automatically add your Kingsley webmail account and start generating 6-digit codes every 30 seconds.

???? If you can’t scan the QR code, click “Can’t scan?” or “Enter code manually” and type in the provided secret key.

Step 5: Verify Setup

1. Enter the 6-digit code currently displayed in your authenticator app into the webmail verification field.
2. Click Verify or Confirm.

✅ If successful, you’ll see a confirmation message: “Two-Factor Authentication has been enabled.”

Step 6 (Recommended): Save Recovery Codes

1. You should be prompted to download or copy recovery codes.
2. Save these codes in a secure location (e.g., password manager, printed copy in a safe place).
   • These codes let you log in if you lose access to your authenticator app.

????️ Never share or email these codes. Treat them like passwords.

???? Logging In with 2FA Enabled

After setup, every time you log in:

1. Go to https://webmail.kingsley.co.za
2. Enter your email and password.
3. You’ll be prompted for a 6-digit code.
4. Open your authenticator app, find the code for “webmail.kingsley.co.za”, and enter it.
5. Click Verify or Login.

???? Troubleshooting & Tips

❓ I lost my phone or can’t access my authenticator app

→ Use one of your recovery codes to log in. Then, disable and re-setup 2FA with your new device.

❓ The code isn’t working

→ Ensure your phone’s time is synced automatically (Settings > Date & Time > Automatic). → Wait for the next code to appear (codes refresh every 30 seconds).

❓ I don’t see 2FA options in Settings

→ Your administrator may not have enabled 2FA for users yet. Contact your IT support at Kingsley for assistance.

???? IT Support Contact (Example):
support@kingsley.co.za

???? How to Disable or Change 2FA

1. Log in to webmail.
2. Go to Security Settings > Two-Factor Authentication.
3. Click Disable 2FA or Change Authenticator App.
4. You may need to verify with a current 2FA code or recovery code.

✅ Best Practices

• Always keep your recovery codes safe.
• Use a backup authenticator app (like Authy) that syncs across devices.
• Never share your 2FA codes.
• Revoke and reset 2FA if you lose your phone or suspect compromise.

???? Need Help?

If you experience issues during setup or login, contact your organization’s IT department:

Kingsley IT Support
Email: support@kingsley.co.za
Hours: Mon–Fri, 8:00 AM – 5:00 PM SAST

???? You’re now protected with Two-Factor Authentication!

Thank you for helping keep your email account secure.

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Document last updated: April 2025
© Kingsley IT Department — Internal Use Only