Security and Account Workflows

Overview

This workflow covers everything you need to create, secure, and access your MyApprentice account — from first registration through to logging in every day. It includes verifying your email, setting up Multi-Factor Authentication (MFA), signing up or linking with Google, Microsoft, or Apple, and resetting a forgotten password. As a sole trader you complete every step yourself — there are no team handoffs. Use these workflows when setting up a new account or whenever you need to manage how you sign in. MyApprentice is a web application — you may open it in a phone browser, but it is used through the web app.

Who This Workflow Is For

• A sole trader registering a new MyApprentice account and running the business alone.
• An existing sole trader who needs to manage MFA or reset their password.

Before You Start

You need a valid email address you can access — verification and recovery messages are sent there. To use Google, Microsoft, or Apple sign-in, the email on that provider account must match the email you register with MyApprentice. For MFA you will need either a modern device that supports passkeys, an authenticator app (such as Google Authenticator or Microsoft Authenticator), or a mobile phone for push approval.

End-to-End Workflow

Step 1: Register your account

Create your MyApprentice account.

1. Go to the MyApprentice landing page and select Start free trial.
2. Enter your full name, email address, and a password.
3. A username is generated from your full name — change it if you prefer a different one.
4. Enter your business name (this sets the title of your landing page), your service type (for example, electrician), and your estimated number of users. The estimated user count tailors the platform to how you operate — entering that you work alone tells the platform you operate as a sole trader, so team-management features are presented accordingly.
5. Agree to the terms of service to complete registration.

Step 2: Verify your email

Confirm the email address linked to your account.

1. After registering, open the inbox for the email address you registered.
2. Find the message titled Sign Up and Verify Your Email from MyApprentice and select Verify email.
3. You are returned to the sign-up flow — select Continue to set up.
4. If the email does not arrive, check your junk folder. If it is still missing, return to the MyApprentice login page, select Resend verification email, and check your inbox again.

Step 3: Set up Multi-Factor Authentication (MFA)

After verifying your email you are guided to a Secure your account page. MFA controls also live on the Security tab of the Customisation page — select the gear icon (⚙) in the top-right of the header, then the Security tab.

1. Choose one or more methods:
   • Passkey (recommended) — select Set up Passkey and follow your device prompt (fingerprint, face ID, or device PIN). You can add multiple passkeys for different devices.
   • Authenticator app — select Setup authenticator app, scan the QR code with your app, and enter the 6-digit code. Save the backup codes somewhere secure.
   • Phone approval — select Phone approval and link your mobile. Future logins from unknown devices send an approval push to your phone.

You can select Skip for now, but MFA is required before you can upload a supplier invoice or connect Xero and Stripe. As the account owner you are asked to re-verify more often — this is intentional for privileged accounts.

Step 4: Sign in with Google, Microsoft, or Apple

1. You can register a new account with a Google, Microsoft, or Apple sign-in instead of a password.
2. You can also add or link one of these providers to an existing email/password account after registration — once linked, you can sign in either way.

OAuth sign-in is sessioned: when you sign in with Google, Microsoft, or Apple, you are not separately prompted for MFA at login. The provider account email must match your MyApprentice account email.

Step 5: Log in

1. Go to the MyApprentice web app in your browser.
2. Enter your email address and password and select Log in, or choose your linked Google, Microsoft, or Apple sign-in.
3. If you log in with email and password and MFA is enabled, complete the prompt using your chosen method (phone approval, authenticator code, or passkey).
4. You are then taken into the application.

Step 6: Reset a forgotten password

Use this recovery route if you are ever locked out.

1. From the login screen, use Forgot password.
2. Enter your email or username and select Continue, then Forgot your password.
3. Enter the email you registered with and select Send reset link. A reset email is sent if an account exists for that address.
4. Open the email, select Reset password, enter a new password, select Reset, and log in with your new credentials.

Common Issues & Limitations

• Verification email not received. Check your junk folder. Use Resend verification email from the login page.
• MFA is required for sensitive actions. Uploading supplier invoices and connecting Xero or Stripe require MFA to be set up first.
• Locked out. Use Forgot password from the login screen to reset your password and regain access.
• OAuth sign-in. Google, Microsoft, and Apple sign-in can be used to register a new account or linked to an existing account afterwards. OAuth sign-in is sessioned and does not show a separate MFA prompt at login.
• Email must match. The Google, Microsoft, or Apple account email must match the email registered to the MyApprentice account.
• Authenticator codes are time-sensitive. If a code is rejected, check your device clock is correct.

What Happens Next

Once your account is registered, verified, and secured, you move into setting up your business. See the Business Setup Workflow to complete your business profile and configure the platform.

Related Guides

• Business Setup Workflow
• User and Role Management Workflow
• Quick Start Guide