Set up MFA with Google or Microsoft Authenticator

Overview

Multi-Factor Authentication (MFA) adds an extra layer of security to your ServiceTitan account by requiring verification by requiring a time-based, one-time verification code from your mobile device during login. Google or Microsoft Authenticator apps generate these codes even without an internet connection.

Things to know

• MFA enhances your account security by preventing unauthorized access even if your password is compromised. For more, see Enable Multi-factor Authentication for Identity Services.

• Google and Microsoft Authenticators can manage multiple accounts, so you can use the same app for all your ServiceTitan logins.

• MFA codes work without internet access after they're set up.

• If you're an administrator, save your recovery codes in a secure place. These are provided during setup.

• If you switch phones, you need to reconfigure MFA.

• Keep your Authenticator app up to date to ensure continued compatibility.

• Refer to the appropriate troubleshooting guide if you have issues with setting up your authenticator app. Check the Google Authenticator troubleshooting guide or the Microsoft Authenticator troubleshooting guide.

Prerequisites

Before starting the setup, ensure you have the following ready:

• ServiceTitan MFA Setup screen: Log in to ServiceTitan. This screen appears automatically if your administrator has already enabled MFA for your account.

• A mobile device with either:        

  • Microsoft Authenticator App: Download for Android or Download for iOS.

  • Google Authenticator App: Download for Android or Download for iOS.

• A desktop authenticator app on a PC or Mac.        

  • Download Microsoft Authenticator for Windows

  • Download Authenticator App for Mac

• For Microsoft Authenticator users: Check the steps in the New Microsoft Authenticator users and the Existing Microsoft Authenticator users sections.

• For Google Authenticator users: Check the steps in the New Google Authenticator users and the Existing Google Authenticator users sections.

New Microsoft Authenticator users

1. Open the Microsoft Authenticator app after installing it.

2. When prompted, tap Add account. 

3. Select Work or school account. 

When added, you can use Microsoft Authenticator to protect multiple work accounts securely.

Existing Microsoft Authenticator users

1. Open the Microsoft Authenticator app.

2. Tap the + icon in the bottom-right corner to add a new account.

Step 1: Open the MFA setup screen

1. In ServiceTitan, go to your MFA setup screen.        

   Note: This screen is only available during the login process.

You can see a QR code and a setup key displayed.

Step 2: Add ServiceTitan to Microsoft Authenticator

If you're on a computer:

1. Open Microsoft Authenticator on your mobile device or tablet.

2. Tap the QR scan code at the bottom right corner. 

3. Use your phone's camera to scan the QR code on the ServiceTitan setup screen.        

   Tip: Make sure to allow the application to access your camera.

      

If you're using the ServiceTitan Mobile App or Field Mobile App and can't scan the same screen:

1. On the MFA setup screen, select Enter this key manually in your authenticator app. 

2. Copy the setup key from the screen by clicking Copy. 

3. Return to the authenticator app and tap the + icon. 

4. On the window that opens, tap Work or school account. 

5. Select Enter code manually and paste the ServiceTitan code. 

6. Tap Save to add the account.

Step 3: Verify your Microsoft Authenticator setup

1. In Microsoft Authenticator, you can now see a six-digit code that changes every 30 seconds. 

2. Click the name to reveal the code, then copy it. 

3. Return to ServiceTitan and enter the six-digit code in the verification field. 

4. Click Verify and Enable.

MFA is now active. The next time you log in, ServiceTitan prompts you to enter the current code from your Microsoft Authenticator app.

New Google Authenticator users

1. Open the Google Authenticator app after installing it.

2. When prompted, either link it to your Google account or tap Use Authenticator without an account. 

3. Tap Scan a QR code or Enter a setup key to add your first account. 

4. Follow the next steps below Add Your ServiceTitan Account to connect your account.

When set up, you can use the same app for multiple accounts.

Existing Google Authenticator users

1. Open the Google Authenticator app.

2. Tap the + icon in the bottom-right corner to add a new account. 

Step 1: Open the MFA setup screen

1. In ServiceTitan, go to your MFA setup screen.        

   Note: This screen is only available during the login process.

You can see a QR code and a setup key displayed.

Step 2: Add ServiceTitan to Google authenticator

If you're on a computer:

1. Open Google Authenticator on your mobile device or tablet.

2. Tap Scan a QR code. 

3. Use your phone's camera to scan the QR code displayed on the ServiceTitan setup screen.

If you're using the ServiceTitan Mobile App or Field Mobile App and can't scan the same screen:

1. On the MFA setup screen, select Enter this key manually in your authenticator app. 

2. Copy the setup key from the screen by clicking Copy. 

3. In the authenticator app, tap Enter a setup key and paste your code and tap save. 

Step 3: Verify your Google Authenticator setup

1. In Google Authenticator, you can now see a six-digit code that changes every 30 seconds. 

2. Return to ServiceTitan and enter the six-digit code in the verification field. 

3. Click Verify and Enable.

MFA is now active. The next time you log in, ServiceTitan prompts you to enter the current code from your Google Authenticator app.

Use a browser or desktop Authenticator for MFA

If your employees don't have mobile phones or prefer not to use personal devices, you can use a browser-based authenticator extension or a desktop authenticator app on a PC or Mac. Both options support ServiceTitan's MFA requirements.

Step 1: Select your authenticator method

You can use either a browser extension or a desktop application, as long as it supports TOTP.

Option 1: Use a browser authenticator extension

1. Open your preferred browser. Common browsers include Google Chrome, Microsoft Edge, and Safari.        

   Tip: We recommend using Google Chrome.

2. Go to your browser's extension store:        

   1. Google Chrome Web Store

   2. Microsoft Edge Add-ons

   3. Safari Extensions

3. Search for a TOTP authenticator extension. Common search terms include:        

   1. Authenticator

   2. TOTP authenticator

   3. 2FA authenticator

4. Select a TOTP authenticator extension that your company's security or IT team approves, then install it in your browser.

Option 2: Use a desktop authenticator app for PC or Mac

1. On a Windows PC, open the Microsoft Store and search for a TOTP authenticator application. Or, on a Mac, open the Apple App Store and search for a TOTP authenticator application.

2. Select a TOTP-compatible authenticator app that your company's security or IT team approves, then install it.        

   Note: Any authenticator app that supports standard TOTP codes should work with ServiceTitan MFA, but confirm with your security team before installation.

Step 2: Test authenticator MFA with a small group

Before you roll MFA out to everyone, test with a small pilot group of administrators:

1. In ServiceTitan Next, enable TOTP MFA for a small group of administrators.

2. To limit who can set up MFA during the pilot, temporarily remove the Manage MFA permission from non-pilot users by updating your roles and permissions.

3. Have your pilot group go through the MFA setup process and sign in several times over a few days.

4. After testing, restore the Manage MFA permission to the appropriate roles according to your company's security policy.

This helps you confirm that the authenticator method you select works reliably in your environment before you roll it out to your entire team.

Step 3: Set up the authenticator for the extension or app

When your pilot users go through the MFA setup process in ServiceTitan:

1. Sign into ServiceTitan. When prompted, begin the MFA setup process.

2. In your browser extension or desktop authenticator app, select Manual code entry to enter a code manually.

3. On the MFA setup screen in ServiceTitan, click Can't scan? to show the text version of your secret key.

4. Copy the secret key and paste it into your authenticator extension or app.

   Note: Do not share this secret key with anyone.

5. (Optional) Give the account a clear label, such as your company name and your username.

After you complete these steps, your authenticator begins generating six-digit MFA codes automatically.

Step 4: Use your authenticator

After completing the setup:

• Your authenticator extension or desktop app generates a new time-based 6-digit MFA code every 30 seconds.

• No phone is required.

• You can use these codes anytime the system requests MFA.

Want to learn more?

• Watch Authenticator Chrome Extension

• Watch MFA Authenticator (TOTP) Login Experience