Set up MFA (if you have not already)

Overview

Multi-factor authentication (MFA) adds a second check on top of your password so someone with just your password cannot sign in. As a Sole Trader you handle every privileged workflow yourself — billing, integrations, invoicing — so MFA matters. Several actions require MFA to be in place where the platform enforces it (Manage Plan, Manage Billing, connecting Xero or Stripe).

Who This Workflow Is For

The Sole Trader role. Every MyApprentice user sets MFA up on their own account.

Before You Start

You need a registered Sole Trader account. Have one of the following ready: a device with biometrics or a device PIN (for a passkey), an authenticator app installed (Google Authenticator, Microsoft Authenticator, Authy), or a mobile that can receive push approvals.

Step-by-Step Process

1. In the top-right corner of the header, select the gear icon (⚙). The Customisation page opens.
2. Select the Security tab.
3. Choose one of the methods:
   • iOS app code (Recommended). Open your iPhone camera and scan the QR code shown on the Security tab. The App Store opens to the MyApprentice app — install it and open the app. Sign in with the same credentials you used at sign-up. The app displays a 4-digit code. Enter the 4-digit code into the field on the right of the Security tab to verify the two devices.
   • Passkey (alternative). Select Set up Passkey and follow the device prompt (fingerprint, face ID, or device PIN). The passkey appears in your registered passkeys list. 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 to confirm. Save the backup codes.
   • Phone approval. Select Phone approval and follow the prompts.
4. After registering a method, you can rename the device. Select Rename, type a label, then save.
5. (Optional) Set up a second method as a backup so a single lost device does not lock you out.

Recover access after MFA device loss

If you lose your MFA device, use Forgot password on the login screen. After resetting the password, you will be asked to set MFA up again on the next login — the old device is not needed.

What Happens Next

MyApprentice asks for the second factor when you sign in from a new device or after the MFA recency window expires. With MFA in place, you can perform the actions that require it: Manage Plan and Manage Billing on the Subscription tab, connecting Xero (and Stripe when documented), uploading supplier invoices.

Common Issues

• Lost your MFA device. Use Forgot password on the login screen.
• Asked for MFA more often than expected. Sole Trader has a privileged-account recency window similar to Business Owner — re-checks happen more frequently than for a Tradie or Apprentice. This is intentional.
• OAuth + MFA-gated actions. If you signed in with Google, Microsoft, or Apple, you still need to set MFA up before performing MFA-gated actions like Manage Plan, Manage Billing, connecting Xero, or connecting Stripe.
• Cannot set up a passkey. Use the authenticator app or phone approval path instead. Try a different browser if needed.

Related Guides

• Set up OAuth sign-in
• Manage your subscription
• Connect Xero (optional)