Multi-Factor Authentication

Multi-factor authentication (MFA) adds a second step when you sign in. After you sign in with Google or your email, you also enter a 6-digit code from an authenticator app on your phone. Someone who gets into your email or Google account still cannot open Pentos without your phone.

Pentos uses TOTP (time-based one-time passwords), which works with apps like Google Authenticator, 1Password, Authy, and Microsoft Authenticator.

Setting Up Multi-Factor Authentication

  1. Open Settings > Account > Security.
  2. Under Multi-Factor Authentication, click Add. If you already have a device set up, enter a code from it first.
  3. Enter a name for the device (for example, “iPhone” or “Work Laptop”) and click Continue.
  4. Scan the QR code with your authenticator app, or enter the code shown under it manually.
  5. Enter the 6-digit code from your authenticator app. It submits on its own once all six digits are in.
  6. Save your backup codes. Pentos shows 10 backup codes once, when you set up your first device. Use Copy all codes or Download codes to keep them somewhere safe.

Multi-factor authentication turns on as soon as your backup codes are created.

Signing In with Multi-Factor Authentication

  1. Sign in with Google or your email as usual.
  2. A screen asks for your 6-digit code.
  3. Open your authenticator app, find the Pentos entry, and enter the current code.
  4. Pentos finishes loading your account.

Codes change every 30 seconds. If a code expires while you are typing, wait for the next one. Pentos does not load your chats, files, or settings until you enter a valid code.

Multiple Devices

You can add up to 10 authenticator devices, for example a backup phone or separate work and personal devices. Add each one from Settings > Account > Security the same way. When you add a device after the first, Pentos asks whether to make it your primary device.

At sign-in, if you have more than one device, click Use a different device below the code field to choose which one to use.

Click a device in the list to rename it, make it your default, or see when it was used.

Backup Codes

Pentos creates 10 one-time backup codes when you set up your first device. They are your way back in if you lose your phone. Each code is 8 characters, shown as XXXX-XXXX.

Important: backup codes are shown only once. Store them somewhere safe, away from your phone.

Using a Backup Code

If you cannot use your authenticator app at sign-in:

  1. Click Use your backup codes on the verification screen.
  2. Enter one of your backup codes.
  3. Pentos turns off multi-factor authentication, removes all your devices and remaining codes, and signs you out on every device.
  4. Sign in again with Google or your email.
  5. Set up multi-factor authentication again from Settings > Account > Security if you want it back.

Each backup code works once, and using one resets multi-factor authentication completely. If Pentos says it could not fully reset multi-factor authentication, contact help@pentos.ai before you sign out.

Turning It On and Off

The Multi-Factor Authentication switch in Settings > Account > Security controls whether Pentos asks for a code at sign-in.

  • Turning it off: when you turn the switch off, Pentos first asks for a code from your authenticator app. It then stops asking for a code at sign-in, but keeps your devices and backup codes, so you can turn it back on without setting up again. If you close the code prompt, the switch goes back on.
  • Turning it on: Pentos asks for a code again. If you have no devices, the setup opens instead.
  • Saving: the switch saves as soon as you change it. If Pentos can’t save it, you’ll see an error and the switch goes back.

Removing a Device

  1. Open Settings > Account > Security.
  2. Click the Remove button next to the device, and enter a code when asked.
  3. Confirm the removal.

If you remove your last device, multi-factor authentication turns off and your backup codes are deleted. Adding a device again gives you a new set of backup codes.

What Multi-Factor Authentication Protects

When multi-factor authentication is on, Pentos checks your second factor on its servers, not just in the app:

  • Your data: chats, files, collaboration, and other account data stay locked until you enter a code at sign-in.
  • Your security settings: adding or removing a device, turning multi-factor authentication off, and creating backup codes all need a code entered during the current session.
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