Sign-in security
Your Gatelion account can approve operations in your business systems, so it needs more than a password. This page covers the Account page: your second factor, recovery codes, what to do if you lose your phone, and your approval emails.
If you sign in with your company login
Your organization may let you sign in with your company login, such as Entra ID, Okta or Google Workspace. Your company then manages your password and multi-factor sign-in, and Gatelion doesn't ask for its own second factor after a company sign-in. Your Account page then says "You signed in with your company login." If you only ever sign in that way, you have no Gatelion password or second factor, so the page doesn't show them. See Company sign-in (SSO).
The rest of this page is about signing in with a Gatelion password.
Your password
You sign in with your email address and a password of at least 8 characters, with an upper and a lower case letter, a number and a symbol. After 5 wrong attempts in a row, the account is locked for 15 minutes. Wrong second-factor codes count as attempts too.
To change your password, open Account → Password, enter your Current password, then the new one under New password and New password again, and click Change password. If you use a second factor, Gatelion then asks you to confirm it's you: your password and a code from your authenticator app, a passkey, or a recovery code. Changing it signs you out everywhere else, and Gatelion emails you that it changed. The new password can't be your email address.
If you forgot your password, use Forgot your password? on the sign-in page. Gatelion emails you a reset code that works for 30 minutes.
Second factor
Open Account and find Second factor. A second factor means that someone who learns your password still can't sign in. You can use either or both of these:
- Authenticator app. Click Add an authenticator app, scan the QR code with an app such as Google Authenticator, Microsoft Authenticator or 1Password (or type the key shown under it), then enter the 6-digit code the app shows and click Add the app. Codes change every 30 seconds.
- Passkey. Click Add a passkey and follow your device's prompt: Touch ID, Windows Hello, a phone or a security key. A passkey belongs to this website's address. It works when you sign in here, not on any other site, which also means a look-alike site can't use it.
Once a second factor is set up, signing in asks for it after your password: Use a passkey, or the code from your authenticator app. You can add more than one method, for example a passkey on your laptop and an authenticator app on your phone. The table on the Account page lists them, with when each was added and last used.
Adding a method signs you out on your other devices.
Recovery codes
When you set up your first method, Gatelion shows 10 recovery codes, once. Save them somewhere safe, such as a password manager, then click I've saved them. Each code signs you in once, for when you can't use your phone or passkey: choose Use a recovery code when you sign in.
The Account page shows how many codes you have left. Get new recovery codes replaces all of them with 10 new ones; the old ones stop working.
Who must have a second factor
| Who | Second factor |
|---|---|
| Admins | Required |
| Approvers | Required |
| Everyone else | Optional, unless your organization requires it for everyone |
An admin can turn on Require a second factor for everyone on Settings, under Organization. The Second factor section on your Account page says whether it's required for you, and why.
If it's required and you haven't set one up, the console shows only your Account page, with "Set up an authenticator app or a passkey to continue using Gatelion." Set one up, save your recovery codes, and the rest of the console opens.
Changing or removing a method
Removing a method, getting new recovery codes, and turning the second factor off all change what protects your account. Each asks you to confirm it's you first: enter your password and a code from your authenticator app, a passkey, or a recovery code.
- Remove deletes one method. If a second factor is required for you, you can't remove your last method; add another first.
- Turn off the second factor removes every method and recovery code, so you sign in with your password only. It's only offered when a second factor isn't required for you.
Both sign you out on your other devices.
Lost your phone or passkey
Sign in with a recovery code if you have one left, then add a new method on the Account page and remove the lost one.
If you have no recovery codes, ask an admin of your organization to reset your second factor. On Tools & agents → People, they open the ⋯ menu next to your name and choose Reset second factor. This removes your methods and recovery codes and signs you out everywhere. You then sign in with your password and set up a new method.
Nobody can reset their own second factor this way, admins included. An admin who loses theirs needs another admin to reset it.
Approval emails
If you're an approver, Gatelion emails you when a request waits for your decision. The email names the operation, the person it's for, the agent, the environment and the expiry, and links to the request. It never contains the values the agent sent.
To turn these emails off or on, use the switch When a request waits for my approval under Email on the Account page. You only get emails for requests you're allowed to decide. See Decide approvals.
Related
- Company sign-in (SSO) lets your people sign in with your company login.
- People and invitations covers roles and resetting a member's second factor.
- Organizations, environments and roles explains who can do what.
Still stuck? Contact support from the console.