# Multi-Factor Authentication (MFA)

Setting up and managing MFA for your PBR account. Microsoft Authenticator is the standard method for all staff.

# Setting Up Duo MFA (IT Staff and Select Roles)

## Overview

**Duo MFA is used only by IT staff and a small number of select roles** — primarily for systems that integrate with Duo, such as NetSuite. If you are a general PBR staff member, please use **Microsoft Authenticator** instead — see [Setting Up Microsoft Authenticator](https://bookstack.pbr.org.au/books/multi-factor-authentication-mfa/page/setting-up-microsoft-authenticator-standard-mfa).

If you are unsure which MFA method applies to your role, contact IT Helpdesk.

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## Setup Steps

1. Contact IT Helpdesk at <helpdesk@pbr.org.au> to request a Duo enrolment email if you have not already received one
2. Download the **Duo Mobile** app on your phone from the App Store (iPhone) or Google Play (Android)
3. Open the enrolment email on a computer or tablet and click the enrolment link
4. Follow the on-screen prompts to link your phone to your Duo account
5. When prompted, scan the QR code with the Duo Mobile app
6. Complete the setup — you will receive a test push notification to confirm it is working

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## Using Duo

When signing into a Duo-protected system (such as NetSuite), you will be prompted to approve a push notification on the Duo Mobile app, or enter a one-time passcode generated by the app.

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## Troubleshooting

<table id="bkmrk-issuesolution-no-pus"><tr><th>Issue</th><th>Solution</th></tr><tr><td>No push notification</td><td>Open Duo Mobile and check for a pending request, or use the passcode option instead</td></tr><tr><td>Lost or replaced phone</td><td>Contact IT Helpdesk at <helpdesk@pbr.org.au> to reset your Duo enrolment</td></tr><tr><td>Cannot log into NetSuite via Duo SSO</td><td>See [Cannot log into Duo Single Sign-On](https://bookstack.pbr.org.au/books/netsuite/page/cannot-log-into-duo-single-sign-on)</td></tr></table>

# Setting Up Microsoft Authenticator (Standard MFA)

## Overview

Multi-Factor Authentication (MFA) protects your PBR account by requiring a second verification step when you sign in. **Microsoft Authenticator** is the standard MFA method for all PBR staff.

You will need your mobile phone to complete this setup. If you don't have a smartphone, contact IT Helpdesk at <helpdesk@pbr.org.au>.

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## Step 1 — Install Microsoft Authenticator

On your mobile phone, download and install the **Microsoft Authenticator** app:

- **iPhone:** Search "Microsoft Authenticator" in the App Store
- **Android:** Search "Microsoft Authenticator" in the Google Play Store

Open the app once installed — you don't need to sign in yet.

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## Step 2 — Start the MFA Setup on Your Computer

1. On your computer, open a browser and go to [https://aka.ms/mfasetup](https://aka.ms/mfasetup)
2. Sign in with your PBR email address (**firstname.lastname@pbr.org.au**) and password
3. You may see a prompt saying **"More information required"** — click **Next**
4. On the **"Keep your account secure"** page, click **Next**
5. On the **"Install Microsoft Authenticator"** page, click **Next**
6. On the **"Set up your account in app"** page, click **Next**

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## Step 3 — Link the App to Your Account

1. On your phone, open Microsoft Authenticator and select "Scan a QR Code" (make sure the app has access to your camera)  
    [![image.png](https://bookstack.pbr.org.au/uploads/images/gallery/2026-05/scaled-1680-/8RVimage.png)](https://bookstack.pbr.org.au/uploads/images/gallery/2026-05/8RVimage.png)
2. Point your phone camera at the QR code shown on your computer screen
3. Your PBR account will be added to the app

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## Step 4 — Test the Setup

1. On your computer, click **Next** after scanning the QR code
2. Microsoft will send a test notification to your phone
3. On your phone, enter the 2 digits shown in the notification on the computer. These digits need to be entered on your phone in the app.  
    [![image.png](https://bookstack.pbr.org.au/uploads/images/gallery/2026-05/scaled-1680-/Puyimage.png)](https://bookstack.pbr.org.au/uploads/images/gallery/2026-05/Puyimage.png)
4. Click **Next** and then **Done**
5. Microsoft will then send a real authentication, do the same as above and enter the 2 digits shown on the computer, into the app on your phone.

Your MFA is now set up. From now on, when you sign into Microsoft 365 from a new device or browser, you will receive a notification on your phone to approve the login.

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## Troubleshooting

<table id="bkmrk-issuesolution-no-not"><tbody><tr><th>Issue</th><th>Solution</th></tr><tr><td>No notification received</td><td>Open the Authenticator app and look for a pending approval there, or check your phone's notification settings</td></tr><tr><td>Lost or replaced phone</td><td>Contact IT Helpdesk immediately — they will reset your MFA so you can re-register</td></tr><tr><td>App shows wrong code / not working</td><td>Check your phone's date and time is set to automatic — Authenticator requires accurate time</td></tr><tr><td>Locked out of account</td><td>Contact IT Helpdesk at <helpdesk@pbr.org.au> or raise a ticket at [helpdesk.pbr.org.au](https://helpdesk.pbr.org.au)</td></tr></tbody></table>

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## Managing Your Authentication Methods

You can view and manage your registered MFA methods at any time by visiting [https://aka.ms/mysecurityinfo](https://aka.ms/mysecurityinfo) and signing in with your PBR account.