Account Security & Two-Factor Authentication

Protecting your sensitive financial records, customer details, and business data is foundational in VAP ERP. We provide multi-layered security controls designed to keep your business safe without slowing down your day-to-day operations.

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1. Setting Up Two-Factor Authentication (2FA)

Two-factor authentication (also known as Multi-Factor Authentication or MFA) adds an essential second layer of protection beyond your password. When enabled, signing in requires a 6-digit verification code generated by your mobile device.

Step-by-Step Setup:

1. Sign in to your workspace at https://yourcompany.vaperp.com.
2. Click your profile avatar in the top right corner and select Account Settings.
3. Under the Security tab, find Two-Factor Authentication (2FA) and click Enable 2FA.
4. Open an authenticator app on your smartphone (such as Google Authenticator, Microsoft Authenticator, or Authy).
5. Scan the QR code displayed on your computer screen with your phone's camera.
6. Enter the 6-digit code shown in your authenticator app into the verification box on VAP ERP.
7. Click Confirm & Activate.
8. Crucial: Save the generated Backup Recovery Codes in a secure location (e.g. a password manager). These codes allow you to regain access if you lose or replace your mobile device.

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2. Password Best Practices

• Use a unique passphrase of at least 12 characters combining letters, numbers, and symbols.
• Never share your personal login credentials with coworkers. Every team member should have their own named account so actions can be traced in the audit log.
• If you suspect your password has been compromised, reset it immediately via Account Settings → Change Password or use the Forgot Password link on the sign-in screen.

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3. Role-Based Access Controls (For Administrators)

As a Tenant Administrator, you control exactly what each employee can see and do:

• Finance Team: Can view and create invoices and ledgers, but cannot see sensitive HR salary figures or delete system audit logs.
• Sales Team: Can view and update CRM leads and create customer quotations, but cannot modify bank reconciliation accounts.
• Warehouse Staff: Can adjust stock levels and inspect dispatch shipments, without access to company financial summaries.

To review or modify permissions, navigate to Admin Center → Roles & Permissions.

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4. Frequently Asked Questions

What happens if an employee loses their phone with their 2FA app?
A Tenant Administrator can securely reset the employee's two-factor authentication from the Admin Center → User Management console. Once reset, the employee can log in with their password and register a new device.

Can administrators enforce 2FA for all company employees?
Yes. In Admin Center → Security Policies, administrators can toggle Enforce 2FA for All Users. Once activated, all employees will be prompted to configure their authenticator app on their next login before accessing company data.