To boost your organization’s Google Workspace security, enforce 2-step verification (2SV). This effective measure adds an extra layer of protection by requiring users to authenticate their identity using a second method, such as a phone, security key, or authenticator app. We’ll walk you through everything you need to know about configuring and enforcing 2SV for your team. From planning the best approach to configuring settings in Google Workspace, we’ve got you covered!
Why Enforce 2-Step Verification for Your Google Workspace?
Before diving into the configuration, let’s talk about why 2SV is so essential. With cyber threats on the rise, relying solely on a password is no longer enough. 2SV significantly reduces the risk of unauthorized access to your accounts, even if your password is compromised.
Enforcing 2SV makes it much harder for cybercriminals to break into your Google Workspace accounts and keeps sensitive data protected. This extra security is crucial, especially if you handle important company information, confidential data, or customer records.
How to Plan Your 2SV Enforcement: Should You Enforce Now or Ease Your Team Into It?
Before jumping straight into enforcement, it’s important to decide how you’ll implement 2SV. Here’s the thing: while Google Workspace offers flexibility in how you enforce MFA (multi-factor authentication), the decision largely depends on your team size and tech-savviness.
Option 1: Enforce 2SV Right Away
For smaller teams (around 25 or fewer accounts), it’s typically best to jump straight into enforcement. Why? Smaller teams are usually easier to manage, and there’s less chance of pushback or confusion about MFA.
Option 2: Encourage, Then Enforce
For larger teams or those who may be less familiar with MFA, it’s a good idea to encourage users to enable 2SV before enforcing it. This gives users time to get used to the system and minimizes disruptions. You can set flexible timelines and “grace periods” in Google Workspace to make the transition smoother.
Choosing the Right 2SV Method for Your Team
Google Workspace offers different 2SV methods that you can enforce. Choosing the right one depends on your organization’s needs and preferences. Here are your options:
- Security Devices Only (USB security keys, Yubikeys, Titan keys, fingerprint readers, etc.)
- Anything Except Text or Phone Call Verification (the default option and most recommended)
- Anything (including text and phone calls)
Pro Tip: We recommend opting for “Anything except verification codes via text, phone call” because text-based methods can be unreliable, especially in areas with poor phone reception or when traveling. This ensures that users have a smoother experience when logging in.
Step-by-Step Guide to Configuring 2SV in Google Workspace
Ready to get started? Here’s a simple, step-by-step process to configure 2-step verification in Google Workspace.
Step 1: Ensure Users Can Enable 2SV
Before asking users to enroll, you’ll need to verify that your Google Workspace account allows them to enable 2SV.
- Log into the Google Workspace Admin Console.
- Navigate to the 2-Step Verification panel.
- Make sure the checkbox for “Allow users to turn on 2-Step Verification” is checked (and don’t forget to click save).
This step is crucial to ensure that everyone can enroll in MFA when it’s time.
Step 2: Set Up an Emergency 2SV Disabled Group
Sometimes things don’t go as planned. That’s why it’s a smart idea to create an emergency group where users are exempt from 2SV in case of an urgent issue.
- Log into the Group Management Panel in the Admin Console.
- Create a new group named “Emergency 2SV Disabled”.
- Set the group’s permissions to allow exemption from 2SV enforcement.
- When necessary, add users to this group to temporarily disable 2SV.
This “emergency group” should remain empty most of the time but will be a lifesaver if you need it.
How to Get Your Users Registered for MFA
Getting all your users registered for MFA can be a time-consuming task, but it doesn’t have to be a headache. Use the Push platform to quickly see which users haven’t enrolled and send reminders via automated notifications.
This will save you time and ensure minimal disruption when you enforce 2SV across your organization.
Enforcing 2SV: Time to Lock It In
Once your team is ready, it’s time to enforce 2-step verification.
Step 1: Go to the 2-Step Verification Page
- Log into your Google Admin Console.
- Navigate to the 2-Step Verification page.
Step 2: Set Enforcement Preferences
- Enforcement Timeline: Choose when you want to start enforcing 2SV.
- Methods: Select the MFA method that fits your team’s needs. If you’re unsure, choose “Anything except verification codes via text or phone call” — it’s the safest option.
Step 3: Allow Users to Trust Their Devices
If your users are the sole ones using a specific device (like their laptop or smartphone), consider allowing them to trust the device. This will reduce the frequency of MFA prompts, making it less likely for users to approve prompts they didn’t initiate.
Backup Codes: Don’t Forget About Them!
If you’re a Super Administrator, you need to prepare for the worst-case scenario. Create and store backup codes in a secure location in case you lose access to your MFA device. This can save you hours of frustration during a recovery process.
Final Thoughts: Get Secure, Stay Secure!
Enforcing 2-step verification is a crucial step in protecting your organization’s Google Workspace environment. While it may take a little time to set up, the benefits far outweigh the effort. Enhanced security gives you peace of mind, knowing your data and accounts stay protected.
If you’re ready to enhance your team’s security with 2SV but need help configuring it, feel free to reach out to us. We specialize in helping businesses set up 2SV and other IT security solutions.
Protect your Google Workspace now — our team will guide you through 2-step verification and other MFA best practices. Contact us today.
Secure your Google Workspace today — contact us, and our experts will help you implement 2-step verification and other MFA best practices.