Managing your account
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      Account security

      To protect your Gleanin account you have two levels of security available - password & multi-factor authentication. 

      Multi-factor authentication (MFA) provides an added layer of security for your Gleanin account, working alongside your password to make it harder for unauthorised users to gain access.

      Password requirements

      Changing password

      Resetting password

      Setting up multi-factor authentication (MFA)

      Disabling MFA

      Regenerating codes and MFA

      Account recovery for users

      Account recovery for account owners

      Password requirements

      In order to create a secure password and sign up for your Gleanin account, you must meet the following criteria:

      • Include lowercase letters
      • Include uppercase letters
      • Include numbers
      • Include special characters
      • Be a minimum of 10 characters

      If the above conditions are not met, the required fields will be greyed out, and the password box will be highlighted in red.

      It is important to meet all the password conditions when creating your account.

      Additionally, it is a good practice to choose a password that is not related to personal or company information and does not contain common dictionary words.

      Changing password

      If you need to change your password you can do it easily in your profile section. 

      1. Click on the arrow down icon to expand the account menu
      2. Click on My Profile
      3. Choose the Security tab and click on Change password
      4. On the next screen provide your current password and then add and confirm your new one
      5. Click on Update to confirm the changes

      If you need to change the password as you do not remember your current one please follow the steps from the section below. 

      Resetting password

      If you cannot remember your password you can request a reset by following the steps below.

      1. Go to the Gleanin login screen
      2. Click on Forgot password
      3. On the next screen enter the email address associated with the account and click on Submit
      4. If you have an account with that email, please check your inbox for the instructions (check spam/junk folders as well)
      5. Click on Change my password button
      6. Provide the new password 
      7. Click on Submit

      if you are experiencing problems with resetting your passwords please reach out to hello@gleanin.com although please note that we cannot see or edit the passwords that you have created.

      Setting up Multi-Factor Authentication (MFA)

      To enhance the security of your Gleanin account, you have the option to enable Multi-Factor Authentication (MFA). This method requires users to provide multiple pieces of evidence before accessing the website or application, adding an extra layer of protection.

      Any user can set up MFA, regardless of their permission level. However, only the account owner and administrators can disable, delete, or reset the security codes for other users on the accounts.

      To set up Multi-Factor Authentication (MFA) on your account, follow these steps:

      1. Click on My Profile on the left-hand side menu
      2. Select the Security tab and click on Set up
      3. Make sure to download and install an authentication app such as Google/Microsoft Authenticator or Authy to proceed with the setup. 
      4. Set up the MFA by scanning the QR code using your device camera or manually adding the setup key. Enter the 6-digit code generated by the authenticator to confirm
      5. Once the correct code is entered, you will see a success message and can click on Next Step
      6. You will see 10 recovery codes generated for your account. It's crucial to store them securely because if you lose access to your MFA device, these codes are the only way to log in
      7. Setup completed

      You will need these codes to log in should you lose your MFA device; ensure you print or save them and keep them safe. If you were unable to generate them during the initial setup you can generate a new set in your account section but will need your MFA device.

      Disabling MFA

      If you no longer have your device or prefer not to use Multi-Factor Authentication (MFA) on your account, follow the steps below.

      1. Click on My Profile on the left-hand side menu
      2. Select the Security tab
      3. On the MFA bar click on Edit to manage your multi-factor authentication settings
      4. Enter the 6-digit MFA code or one of your unused recovery codes
      5. Choose the Disable MFA tab
      6. Please note that this action will remove an additional layer of security from your account and delete any recovery codes and to proceed, tick the acknowledgement box and confirm by clicking on Disable

      You will need these codes to log in should you lose your MFA device; ensure you print or save them and keep them safe. If you lose your recovery codes you can generate a new set in your account section but will need your MFA device.

      Disabling MFA for other users - administrator only

      If you need to turn off Multi-Factor Authentication (MFA) for any of the users on your account please follow the steps below:

      1. Click on the Users section on the left-hand side
      2. Locate the user you wish to manage and click on the QR code icon 
      3. Select the option to Disable Multi-Factor Authentication
      4. Please review the information provided in the pop-up regarding the consequences of this action
      5. If you are ready to proceed, acknowledge by ticking the box and confirming the action by clicking on Disable

      If the user needs to set up MFA again they will need to go through the standard setup process.

      Regenerating recovery codes

      If for some reason you need a set of brand-new recovery codes you can easily generate by following the steps below:

      1. Click on My Profile on the left-hand side menu
      2. Select the Security tab
      3. On the Recovery codes bar click Regenerate 
      4. Add your 6-digit MFA code or unused recovery code
      5. Click on Generate recovery codes on the success page
      6. You will see 10 recovery codes generated for your account. It's crucial to store them securely because if you lose access to your MFA device, these codes are the only way to log in

      Regenerating MFA 

      To regenerate your Multi-Factor Authentication (MFA), simply follow the steps below:

      1. Click on My Profile on the left-hand side menu
      2. Select Security tab
      3. Click on Edit on the MFA bar
      4. Enter your 6-digit code or unused recovery code 
      5. Open your authenticator app and rescan the QR code or read the key manually 
      6. Add the new 6-digit code to complete the regeneration process.
      7. You can either keep your old recovery codes by clicking on Finish setup or generate a brand new set by clicking on Regenerate recovery codes.

      You will need these codes to log in should you lose your MFA device; ensure you print or save them and keep them safe. If you lose your recovery codes you can generate a new set in your account section but will need your MFA device.

      Account recovery for users

      Using recovery codes

      If you are unable to access your MFA device, you can still log in to your account by using one of your recovery codes.

      1. Go to the Gleanin login screen and enter your login details
      2. On the Enter your code screen, click the Lost access to your authenticator app
      3. Enter one of the unused recovery codes and click continue

      Each recovery code can only be used one time. You can use recovery codes to login, disable MFA, and regenerate a new set of recovery codes. Be aware that if you use all your recovery codes you will no longer be able to take these actions and risk being unable to access Gleanin.

      Without recovery codes 

      If you are not the administrator or account owner and unable to access your MFA device, and you do not have your recovery codes please contact the account owner to disable the MFA for you. 

      Once done, you can log in using your email and password, and then have the option to set up a new Multi-Factor Authentication (MFA).

      Account recovery for the account owner

      If you are an account owner and unable to access your MFA device or do not have your recovery codes, you will need to go through the account recovery process, which includes a security call with one of our team members. This is necessary as account owners cannot disable MFA on their own in such situations.

      1. Go to the Gleanin login screen and enter your login details
      2. On the Enter your code screen, click the Lost access to your authenticator app
      3. On the Enter your recovery code screen click on I do not have access to my recovery codes 
      4. On the next screen schedule a meeting by selecting a date and time that works for you and providing your details.
      5. Once the meeting is scheduled, we will verify security information with you and proceed to reset your account.

      For further details on setting up your account, refer to the articles on Managing my account and Managing users.

      For anything billing, upgrading and payments please see the Managing my subscription article.