# Access and authentication

### User access

Access to UbiQuity is managed through individual user accounts.

We recommend:

* Creating a unique account for each user
* Avoiding shared logins
* Removing access promptly when a user no longer requires it

This ensures accountability and reduces the risk of unauthorised access.

***

### Roles and permissions

UbiQuity allows you to control what users can see and do within the platform.

Use roles and permissions to:

* Limit access to only what each user needs
* Restrict sensitive actions (such as sending campaigns or managing data)
* Support internal governance and approval processes

***

### Authentication

Users sign in to UbiQuity using secure authentication methods.

Depending on your setup, this may include:

* Single Sign-On (SSO) using your organisation’s identity provider
* Standard username and password authentication with two-factor authentication

{% hint style="info" %}
**SSO (via OpenID Connect) is recommended for improved security and centralised access management.**
{% endhint %}

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### Two-factor authentication (2FA)

For non-SSO accounts, two-factor authentication adds an extra layer of security by requiring a second verification step when signing in.

When enabled, users must provide:

* Something they know (their password)
* Something they have (such as a code from an authenticator app)

We recommend enabling 2FA for all users to reduce the risk of unauthorised access, especially for accounts with elevated permissions.

***

### Password security

If using standard authentication, ensure strong password practices:

* Use long, unique passwords
* Avoid reusing passwords across systems
* Update passwords if there is any suspicion of compromise

***

### Best practices

* To maintain a secure environment:
* Enable SSO if possible
* For non-SSO accounts, enforce 2FA for all users
* Regularly review user access and permissions
* Remove inactive or unused accounts
* Apply the principle of least privilege


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