VipLIMS holds patient and clinical data, so every user must sign in with two steps: your password, and a second check that proves it is really you. Two-factor sign-in is required for everyone, in every laboratory. It cannot be switched off.
Your two options
| Method | How it works | Best for |
|---|---|---|
| Authenticator app (recommended) | An app on your phone shows a new 6-digit code every 30 seconds. You type the current code when signing in | Most users. It is quick and does not depend on email arriving |
| Emailed code | We email you a single-use code each time you sign in | People who cannot use an authenticator app |
How emailed codes work
- Each code can be used once only.
- It expires after 10 minutes.
- If you ask for a new code, any earlier code stops working straight away. Always use the most recent email.
Before you start
- If you choose an authenticator app, install one on your phone first. Any app that supports standard time-based codes will work.
- Make sure the time on your phone is set automatically. Authenticator codes depend on the correct time.
Set up an authenticator app
You are asked to set up two-factor sign-in the first time you sign in, after you verify your email.
- Choose Authenticator app.
- Open the authenticator app on your phone and choose to add an account.
- Scan the QR code shown on screen. If you cannot scan it, type in the setup key shown below the code instead.
- Your app now shows a 6-digit code for VipLIMS. Enter it to confirm.
- Save your recovery codes somewhere safe, such as a password manager. Each recovery code can be used once if you lose your phone.
Set up emailed codes
- Choose Email code.
- We send a code to your work email address.
- Enter the code to confirm.
From now on, we email you a new code each time you sign in.
Signing in
- Go to Sign in.
- Enter your email address and password.
- Enter the code from your authenticator app, or from the most recent sign-in email.
You can paste your password and codes, and you can use a password manager.
How long you stay signed in
For security, your session ends:
- after 30 minutes without activity; or
- 12 hours after you signed in, even if you are active; or
- when you sign out.
Your work in a report is saved automatically, so an expired session does not lose it. Sign in again to carry on.
Lockouts
After 5 failed sign-in attempts, your account is locked for 15 minutes. This protects you against people guessing your password. Wait 15 minutes, then try again carefully.
Troubleshooting
| Problem | What to try |
|---|---|
| The authenticator code is rejected | Check your phone's time is set automatically. Wait for a new code and enter it promptly |
| The emailed code is rejected | Make sure you are using the code from the most recent email, and that it is less than 10 minutes old |
| The email has not arrived | Check your spam or junk folder. Ask your IT team to allow emails from viplims.com. Then request a new code |
| You have a new phone | Use a recovery code to sign in, then set up the authenticator app again on the new phone |
| You have lost your phone and recovery codes | Contact your laboratory's Administrator. They open Users, choose your name and select Reset two-step verification; you then set it up again at your next sign-in. Administrators cannot reset their own: another Administrator does it. |
| Your account is locked | Wait 15 minutes before trying again |
Keeping your account safe
- Never share your password, codes or recovery codes, including with colleagues or anyone claiming to be from VipLIMS. We will never ask for them.
- Use a password of at least 12 characters that you do not use anywhere else.
- Sign out when using a shared computer.
- If you think someone else has signed in to your account, change your password, tell your Administrator, and email [email protected].