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Hwb

Logging into Hwb remotely: Multi-factor authentication (MFA)

How to set up MFA to log into Hwb when you are not at your school or workplace.

Multi-factor authentication (MFA) is a security setting on all non-learner accounts. Learners do not need to use MFA. Anyone else must set up MFA before they can login outside of their trusted network.

You need to be logged into your trusted network at your school or workplace to set up MFA for the first time. You cannot set it up remotely.

Once you have set up MFA, you can log in to Hwb outside of your workplace by entering your:

  • username
  • password
  • the code generated by the Microsoft Authenticator app

Setting up multi-factor authentication

You must complete the following steps in one session and in the following order. Do not close or skip screens.

  1. Log in at your trusted network at your workplace.
  2. Download the Microsoft Authenticator App from the App store. You need to download it onto a smart phone or tablet that you can use offsite and that allows access to the internet.
  3. Link the Microsoft Authenticator app to your Hwb account.

How to link the Authenticator App to your Hwb account

  1. Log into Hwb on a different device to the one onto which the Microsoft Authenticator app has been downloaded. For example, log in to Hwb on a laptop or desktop computer and have the Microsoft Authenticator app on a smartphone in your possession.
  2. On a laptop or desktop computer that is connected to your school or other trusted network, go to https://mysignins.microsoft.com/security-info and sign-in with your Hwb username and password.
  3. On your Security info page, click on + Add sign-in method.
  4. From the Choose a method drop-down list, select Authenticator app.
  5. Click on Add and follow the on-screen instructions until you get the message Microsoft authenticator app has been successfully registered.

Once you have set up MFA, you can log into your Hwb account remotely, with your username, password and a code generated by the Microsoft Authenticator app.

Logging into Hwb using MFA

Every time you log into Hwb outside of your trusted workplace network, you have to enter the unique code produced by the Microsoft Authenticator app.

  1. Sign into Hwb.
  2. Open the Microsoft Authenticator app on your device.
  3. Enter the 2-digit number you see on the Hwb log in page into the authenticator app.
  4. The Hwb log in page will automatically complete the login process.

If push notifications have been enabled on your Microsoft Authenticator app, you will be automatically prompted to enter the number displayed on the Hwb log in page.

Switching from 6-digit code to number matching

If you set up MFA before November 2023, you might be using a 6-digit code to log into MFA. You can choose to switch to the quicker and easier number matching method.

  1. On a laptop or desktop computer go to https://mysignins.microsoft.com/security-info and sign-in with your Hwb username and password.
  2. On your Security info page, click on + Add sign-in method.
  3. From the Choose a method drop-down list, select Authenticator app.
  4. Click on Add and follow the on-screen instructions until you get the message ‘Microsoft authenticator app has been successfully registered.’

The next time you log in to Hwb outside the trusted network of your school or organisation you will be prompted to use number matching as your second factor.

Resetting MFA if you get a new smartphone or tablet

If you change your smartphone or tablet, you must reset MFA. Please contact a Hwb administrator in your school or organisation who will be able to follow the guidance below.

Hwb administrator guidance for resetting MFA for non-learner accounts

Hwb administrators in a school or organisation can reset MFA for individual non-learner account holders via the Hwb User Management Portal (UMP):

  1. Log into Hwb.
  2. Click on User management.
  3. On your Administrator Dashboard, click on View Users: View Staff (or View Digital Champions or View Governors or View Non-MIS).
  4. Use the Search term field as appropriate e.g. type the user’s surname and click on the Search button to locate the relevant user.
  5. Click on the user’s View Details button on the right.
  6. Click on Manage User: Reset MFA.
  7. Read the on-screen message: “Are you sure that you want to reset MFA for [name]@hwbcymru.net?.” Click on the Continue button to proceed.
  8. Advise the user to follow the instructions to download the Microsoft Authenticator app and link it to their Hwb account.
  9. If you have any queries or require assistance, please follow your local IT support arrangements in school or through your local authority in the first instance. 

If you still need advice and guidance, you can contact the Hwb Service Desk: email support@hwbcymru.net or phone 03000 25 25 25.

Prompted to use MFA whilst connected to your trusted network

You should not be prompted to use MFA when you log in to Hwb whilst connected to the trusted network of your school or organisation. 

If this happens, please contact the Hwb Service Desk: email support@hwbcymru.net or phone 03000 25 25 25 and provide them with your school or organisation external IP address.

If you are unsure of your school or organisation external IP address, please contact your IT support provider who will be able to provide this information. 

Further resources

  • Last updated 02 June 2025