Okta Tips & Frequently Asked Questions (FAQ)

Tips:

• Enroll in Okta with your Cabrillo employee email address - not numeric ID or student email.

• To complete enrollment you must sign up with verification methods.

• Utilize at least 2, preferably 3, methods of verification.

• Use your Cabrillo computer to enroll, not your smartphone.

• You can have a YubiKey as one method of verification, but it’s not required.

Instructions:

1. Go to: https://cabrillo.okta.com

2. Enter your full Cabrillo employee email address (ex: BoSmith@cabrillo.edu) and password.

3. The next window will display a list of multifactor verification options to choose from:

• SMS Authentication (easiest method)

• YubiKey (a small USB device obtained from IT)

• Voice Call Authentication (cell phone, office phone, landline, VoIP, etc.)

• Okta Verify (an application that must be downloaded to your phone)

• Google Authenticator (an application that must be downloaded to your phone)

4. Use the “set up” option next to the option you choose. Click “Finish” when done.

5. You’ll be returned to the dashboard to set up additional verification methods. The only time you should need to log back into the dashboard is to add another method of verification or change your password.

Adding additional authentication methods:

Cabrillo IT highly recommends adding a second (and third) method of verification. Without additional methods, if the only method is lost or inaccessible, you will be locked out.  

To add additional verification methods:

1. Go to your Okta dashboard: https://cabrillo.okta.com

2. In the upper-right corner, click the down arrow next to your name. 

3. In the menu provided, select “Settings”:

4. On the Settings page, scroll down. You’ll see “Security Methods” which will show “Enabled” next to any verification methods you’ve successfully set up. You can add or remove verification factors here.

FAQ

Okta

• Do I have to use Okta Verify or Google Authenticator?

  • No. Those are just two of the options (IT is unable to provide application-specific support for these applications.) 

• How often will I have to re-authenticate?

  • Every twelve hours on each device you log into. 

• What if I only have one verification method setup and can’t access it?

  • If you do not have access to your only method, you will not be able to log in. This is why it is important to set up multiple authentication methods. 

• Why does the verification code keep changing on the Okta Verify and/or Google Authenticator screen? 

  • These applications generate new codes every 30 seconds. 

• I use SMS authentication on my cell phone and I am getting a new cell phone. What do I need to do?

  • If you know you are going to get a new cell phone, you should ensure ahead of time that you have alternate authentication methods setup that do not utilize the cell phone. Please submit an IT Service Ticket requesting to have your SMS/Okta Verify/Google Authenticator (whichever apply) reset when your new cell is active. 

• Do retiree email accounts need to enroll in Okta?

  • No, not at this time.

• What if I’m having issues?  

  • Please submit a Service Ticket with the details of your issues.

• I’m locked out! What should I do?

  • Please submit a Service Ticket with the details of what occurred. 

YubiKey

• What is a YubiKey?

  • A YubiKey is a hardware authentication device manufactured to provide access protection to online services.

• Do I have to have one?

  • No, it is optional.

• Can someone else pick up my YubiKey for me or can it be mailed? 

  • No, you must personally pick up your YubiKey, providing identification. Please see the “YubiKey Information” portlet on the IT Service Portal home page 

• What if I forget it at home? 

  • If you do not have your YubiKey with you, you will need to have a previously setup alternate authentication method available in order to access your email. This is why we strongly suggest setting up multiple authentication factors. 

• Can I get more than one? 

  • No, it is cost-prohibitive to issue more than one YubiKey to a person. 

• Where do I plug in my YubiKey?

  • Into the USB slot directly on your computer. Note: it will not work plugged into the keyboard, monitor, etc. 

• Which direction should I insert the YubiKey?

  • Treat the gold side of the YubiKey as the side that would be showing the USB symbol on any standard device. It will light up when connected properly.