Signing In and Setting Up Your Work Account

Your first sign-in, setting a strong password, turning on multi-factor authentication and checking your profile.

8 min

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Your work account

On your first day, you will usually receive a work account. It is often your work email address. One account may open many systems: email, files, chat, the staff portal and training. This is called single sign-on: you sign in once and the other systems trust that sign-in.

Because one account opens so much, protecting it is the most important security task you have. Anyone who gets your password could read your email, open your files and send messages in your name.

First sign-in, step by step

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1
Use the temporary password
The information technology (IT) team gives you a temporary password, in person or by a secure route. Sign in with it once.
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2
Set your own password
Choose a long passphrase of three or four unrelated words, for example "window river pencil garden". Do not reuse a password from any other site.
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3
Set up multi-factor authentication
Multi-factor authentication (MFA) asks for a second proof, usually a code or approval in an app on your phone. Follow the on-screen steps to link the app.
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Add recovery details
Add a recovery phone or method, so you can reset your password if you forget it.
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Check your profile
Check your name, job title and photo. Colleagues use these to find you.

Worked examples

Example 1. Aisha starts as an administrator in a clinic. She signs in with the temporary password, sets a passphrase, and links the authenticator app on her phone. The next morning, she signs in on a new laptop. The app asks her to approve the sign-in. She checks that it is her own sign-in, then approves.

Example 2. Omar receives an approval request on his phone at 23:00, when he is not signing in. He presses "Deny" and reports it to the service desk. Someone had his password. Because he did not approve, they could not get in. The service desk resets his password.

Which password is the strongest choice for your work account?

Put the first sign-in steps in order

Drag the steps into the right order.

1Set your own long, unique password
2Check your profile details
3Set up multi-factor authentication on your phone
4Sign in with the temporary password
5Add a recovery method