DUO User Enrollment & Management for Departmental/Organizational Accounts

Duo two-factor authentication is enabled on departmental/organizational accounts. This is the same Duo you are already using and will look and work the same way. Any users who directly log into a departmental/organizational account with its username and password must be “enrolled” (i.e., associated with the account) in Duo. This will enable them to receive a Duo prompt that must be approved or denied during login.

IMPORTANT:

  • Enrollment is necessary only for those users who log directly into the account with its username and password. This does not apply to users with delegated access to the account.
  • If you attempt to log in to a departmental/organizational account for which Duo has been enabled but no devices are enrolled, you will receive an error message. Follow the instructions below and then log in to the account again.
  • The account owner will be responsible for enrolling themselves and any other users who directly log in to the account on or after the date Duo is enabled. Users who are not enrolled will be unable to log in to the account with the username and password. (They still can be set up to use delegated access, however.)
  • If there are multiple Duo-enrolled users, they may have to choose their phone number each time they directly log in to the account.
    1. Checking the “remember for 7 days” option will reduce the number of Duo prompts.
    2. If enrolled users get a Duo prompt that they did not request, they should deny it. It could mean that another enrolled user selected your phone number by mistake – or that someone is trying to hack the account. Either way, do not approve the prompt.

For more information on these accounts, visit Departmental/Organizational Accounts

Enroll users in Duo to be able to log in to a departmental/organizational account (to be completed by the account owner)

  1. Go to the Password Management page. Scroll to the “Departmental NetIDs” section and in the “Manage your Departmental NetID Two-Factor Authentication” subsection, select the Add or manage the phones/tokens link.
    Main screen of password management website
  2. Sign in with your PERSONAL NetID, NOT the Departmental NetID. Duo authentication may be required.
    screen where account holder can log in
  3. Select an account from the drop down menu to enable Duo for and click Continue.
    Screen where you choose the departmental NetID
  4. If no devices or tokens have been enrolled in Duo for the account, you will see the following screen. Choose Sign up and enroll yourself. If at least one device or token has already been enrolled, you will be taken directly to step 5.
  1. Choose the Add button for the type of device you want to enroll.
  2. Enter the NetID for the individual being added to the account. Choose Confirm.
    Typing in a NetID to add a phone number to a departmental account
  3. A list of devices belonging to that person will be displayed. Select the appropriate device from the list and choose Add.
  4. The device you just added will appear in the list. Choose Manage Another to add other people or Logout if you are done.
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Related Articles (1)

Managing Delegated Access to Departmental/Organizational Accounts
How to add/remove delegated access to a shared mailbox/calendar.

Related Services / Offerings (2)

Departmental/Organizational Account Requests and Changes (e.g. Shared Mailbox)
Use this form to request a NetID for a department or campus organization, or to make changes to an existing department or organization ID.
Duo Two-Factor Authentication
DUO is the two-factor authentication solution for services on campus.