Multi Factor Authentication (MFA)

Multi Factor Authentication (MFA) may now be enabled for Skyware if desired. Whilst enabling MFA for your Property is a simple process, please note, if MFA has been activated for your Property, it will be enacted for ALL Users logging in to your system. It also requires that your Property has an SMTP server, as User validation requires the use of an external email address for verification purposes.

MFA begins on the Property Definition screen, where the MFA check box may now be found under the Web/Email tab. Once this box is checked, for EVERY User the NEXT TIME they attempt to log in to the Skyware system they will need to be verified before log in is allowed to proceed. Verification is via email. The first time any User attempts to log in after MFA has been enacted they will need to supply an email address that Skyware can use to send a verification code. Once this has been supplied, Skyware will automatically send an email containing the verification code and the log in screen will now contain a field in which this code should be entered. Entering the valid code now allows a successful log in. The User supplied email address will be saved in Skyware as part of the Users profile, for future use sending subsequent verification codes.

Note: This verification code is valid for log in access (on the specific machine ONLY) for 30 days ASSUMING that cookie storage is allowed on the machine. If cookie storage is NOT allowed, a new verification code will be required at every log in. Each new machine that a User logs in to will require a verification code the first time. All verification codes will be sent to the email address saved to the User's profile on the User screen.

After 30 days, the stored cookie will expire and a new verification code will be required for Skyware access by the User. However, the code will be sent automatically to the previously specified email account at the time of the log in attempt, without the User needing to request it.

If you have questions or require further assistance either with enacting MFA or using Skyware subsequently, please contact us here at Skyware Systems. Call us at 877-759-9329 (SKY-WEB9), or email us at Support@SkywareSystems.com.

 

 

Open the Property Definition screen.

 

 

Select Managers Screen from the Quick Menu on the left side of the screen, then select Configuration > Property Definition.

Quick Menu with Manager's Screen option selected OR Quick Menu with Manager's Screen option selected, NEW look for Skyware

OR

Full Menu

Click the icon on the left for the Full menu.

Full Menu Icon OR Full Menu option when viewed using the modern light look of Skyware

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

From the Other Section, select Other =>.

Other Section of Full Menu with Other option selected OR Other section of the Full Menu with Other => command selected, NEW look for Skyware

This will display the Other Front Desk Tasks Menu, divided into four sections: Other List 1, Other List 2, Documents and Web.

Other Front Desk Tasks Menu OR Other Front Desk Tasks Menu in the NEW look for Skyware

From the Other List 2 section, select Manager's Screen => to be taken to the Manager's Commands Menu screen.

Manager's Commands Menu OR Manager's Commands Menu, NEW look for Skyware

From the Manager's Commands Menu, select Configuration to be taken to the Property and Configuration Menu screen.

Manager's Commands Menu with Configuration option selected OR Manager's Commands Menu with Configuration => option selected, NEW look for Skyware

Alternately, you may also be able to select Configuration directly from the Quick Menu, if the menu has been set up to include the Configuration option. This will also take you to The Property and System Configuration Menu.

Property and System Configuraion Menu OR Property and System Configuraion Menu, NEW look for Skyware

The list of property configuration options are divided into four sections, which are Required Configuration, Optional Configuration, Locales/Dates and Sub-Systems.

Select Property Definition from the Required Configuration section.

Required Configuration section of the Property and System Configuration menu with Property Definition option selected OR Required Configuration section of the Property and System Configuration menu with Property Definition command selected, NEW look for Skyware

 

Property Definition screen example

By Default, the General tab will be open when you arrive at the Property Definition screen.

 

Open the Web/Email tab.

Property Definition screen example, Web/Email tab shown

Note: MFA requires the use of an external SMTP - an external email server - so that a verification code may be sent to the User's email. In general, your Property will have an email service already set up (such as Outlook or Gmail) to facilitate the sending of any correspondence emails (for example, reservation or confirmation emails) created within Skyware to your customers. However, if an external SMTP has not yet been set up, the check box for enabling MFA at your Property will be grayed out and unavailable.

Property Definition screen, Web/Email tab, with field for SMTP Server highlighted and the check box for Multi Factor Authentication (MFA) highlighted

For help with setting up an external SMTP, please see our help topics How to set up a Gmail account with Skyware or How to set up an outside Email account for use with Skyware.

 

Check the Multi-Factor Authentication (MFA) box and save using the save icon in the local tool bar of the screen.

Property Definition screen example with Multi Factor Authentication (MFA) check box highlighted

MFA has now been activated for your Property.

 

 

After MFA has been enacted for your Property, EVERY User the NEXT TIME they attempt to log in to the Skyware system will need to be verified before log in is allowed to proceed.

 

User begins the Log In process, enters email address.

After MFA has been activated, the log in screen will look slightly different, containing an additional field. For the very first log in attempt, once the User ID and password have been entered, the Email address field will appear, and an alert message from Skyware, "Email Address Required for Authentication!" will appear below the log in fields.

User Log In screen for first log in AFTER MFA has been enabled, showing the Email Address field that needs to be completed

The User must enter the email address that they wish the verification code to be sent to.

Note: The email does NOT have to be associated with the SMTP server entered on the Property Definition screen. ANY email address may be used.

Once the email has been entered, click the " Log In >>" button once again to continue.

 

User enters the Verification Code.

Once the email address has been entered and the " Log In >>" button clicked, Skyware will email a verification code to the supplied address. A new field and a new message will appear on the screen, "A Verification Code has been sent to the email entered".

User Log In screen for first log in AFTER MFA has been enabled AND the email address has been submitted, showing the Verification Code field that needs to be completed

Once the verification code has been entered, click the " Log In >>" button to continue. Log in as normal will now be completed.

Note: Every machine is different therefore all Users will need to get a verification code for each machine.

 

If the machine being used has cookies enabled on it, the verification code will be stored as a cookie and remembered, making it good for every log in for next 30 days. However, if cookies are disabled, the User will need to enter a verification code at every log in.

 

Cookie Expired or no Cookie saved.

The next time the User attempts to log in after the cookie has expired (or if no cookie is saved), the log in screen will NOT ask for an email address, instead asking for the verification code that has been sent to the email address (saved as part of the User profile) on file for the User. The log in attempt AUTOMATICALLY sends an email with the verification code, the User must then enter it in the Verification Code field before continuing with the log in.

User Log In screen for log in AFTER MFA has been enabled, once the cookie has expired (or was never saved), showing the Verification Code field that needs to be completed

Again, once the verification code has been entered, click the " Log In >>" button to continue. Log in as normal will now be completed.

 

The email address used is saved within Skyware and can be seen on the User profile (on the Users Maintenance screen). Next to the filed is also a "Verified" check box, if this is checked the email address has been verified (has been used for verification purposes).

Users Maintenenace screen example with Email field and Verified check box highlighted

 

After MFA has been enabled, verified Users can use the Forgot Password Reset on the log in screen.

 

Once Users have a verified email address saved in Skyware, they will now see "Forgot password?" on the log in screen, which can be used (with the email) to reset the password if the User forgot it.

Note: "Forgot password" can only be used if the User has an email address on file as the verification code to reset it is sent to the email on file.

Log In screen with Forgot Password command highlighted, for those Users with verified email addresses

When the User clicks on the "Forgot password", the screen will change, showing a Verification Code field and a message from Skyware informing the User that "A Reset Verification Code has been sent to the email on file".

Log In screen after Forgot Password command used, showing the verification code field and the message that a verification code has been sent to the email on file, for those Users with verified email addresses

The User must now enter the verification code and press "Log In >>" once again.

After the verification code has been successfully entered, the log in screen will change to show the message "Password Reset. Please Log In!"

Log In screen after Forgot Password command used and verification code entered, resetting the log in screen to allow password setting

The screen will now act as if this the initial Log In of the User for setting the password. The User should enter the desired password.

Passwords may be comprised of a combination of any characters, letters, numbers, symbols, or special characters. The password may be mixed case, and contain extended characters (please see Password Setting or Resetting for more details).

When ready, click the button "Log In >>". Skyware will now ask that the password be verified. Enter the password again exactly as before into the Verify Password field, then click the "Log In >>" button once more. The password has now been set for this User ID, and Skyware will open.

 

Date Updated April 21, 2025