Enhancing security with 2-Step Verification (2SV) is critical in protecting your Google Workspace accounts from unauthorized access. This guide will walk you through the process of enabling and managing 2-Step Verification for users in your Google Workspace organization.
Requirements:
- Access to the Google Admin Console as a super administrator.
Step-by-Step Guide:
Step 1: Log into the Google Admin Console
- Open your web browser and navigate to https://admin.google.com.
- Sign in using your super administrator credentials.
Step 2: Navigate to Security Settings
- In the Admin Console, go to the Security section. This might be directly visible on the dashboard or located under the Menu depending on your console layout.
Step 3: Access 2-Step Verification Settings
- Within the Security settings, find and click on 2-Step Verification. This section allows you to configure and enforce 2SV policies.
Step 4: Set Up Enforcement
- You can choose to set up 2SV in several ways depending on the needs of your organization:
- On for everyone: Choose this option to enforce 2SV for all users in your domain.
- On for some organizations: Select this to apply 2SV to specific organizational units only. You can specify which units or subunits to include.
Step 5: Customize User Enrollment Period
- Google Workspace allows you to set a grace period for users to enroll in 2SV after it’s been enabled. During this period, users will be reminded to enroll in 2SV but will not be required to complete it to access their accounts.
- Set a deadline by which all users must have enrolled in 2SV. After this date, users who have not set up 2SV will not be able to sign in until they enroll.
Step 6: Communicate and Train Users
- Inform your users about the 2SV policy and provide instructions on how to set it up. Google provides user guides that can be shared to help with this process.
- Consider conducting training sessions or workshops to assist users with the setup and answer any questions they may have.
Step 7: Monitor Compliance and Troubleshoot
- Use the Admin Console to monitor which users have set up 2SV and follow up with those who have not.
- Be prepared to assist users who encounter issues during the setup process or who lose access to their 2SV methods.
Best Practices:
- Encourage the use of app-based authenticators: These are generally more secure than SMS-based verification.
- Regular audits: Periodically verify that 2SV is enabled and functioning as expected across your organization.
- Backup verification methods: Encourage users to set up backup verification methods such as backup codes, a second phone number, or backup authenticator apps.