Multi-Factor Authentication (MFA) - Prerequisites

Ensure that the following prerequisites are met:

• Ensure that your environment is running on one of the following PowerSchool ERP versions:

  • Version 23.10.31.0 or newer

  • Version 25.7.10.0 or newer

• Ensure that your environment supports Simple Mail Transfer Protocol (SMTP).

• Ensure that SSO is not currently enabled for the module or profile where you plan to enable MFA.

Email Address Requirements

Since MFA codes are delivered by email, users need the correct email address on file, and it must be working.

• For active employees, a valid email ID must be present in the Email field on the Employment tab of the Employee Information page.

• For previous employees accessing the Employee Access Center (EAC), a valid email ID must be present in the Personal Email field on the Employment tab of the Employee Information page.

If the user's email field is empty or missing when they reach the MFA verification page, the system displays the following message: "The Multi-Factor Authentication process cannot be completed at this time. The current user does not have an email address associated with their account in the [profile name] database. Please contact your district help desk for assistance."

Simple Mail Transfer Protocol (SMTP) Configuration

MFA depends on outbound email to deliver verification codes. SMTP handling depends on whether your district is Cloud-Hosted or On-Premises:

• Cloud-Hosted Customers

• On-Premises Customers

Cloud-Hosted Customers

Cloud-Hosted customers do not have direct access to Environment Maintenance. If any configuration changes are needed, including SMTP setup, contact PowerSchool Support for assistance.

On-Premises Customers

On-Premises customers can configure SMTP directly. There are two ways to set this up, depending on your district's needs:

• One SMTP Server for All Business Entities

• Different SMTP Servers for Specific Business Entities

One SMTP Server for All Business Entities

If all your Business Entities use the same outbound mail server, you need to configure it only once.

1. Click the circle with your initials in the toolbar. Select Environment Maintenance.

2. In the Other Catalog Information section, select SMTP Configuration.

3. Refer to the Field descriptions and enter valid SMTP settings.

4. Select Save.

Any Business Entity without its own SMTP configuration will automatically use these global settings.

Different SMTP Servers for Specific Business Entities

If certain Business Entities need their own outbound mail server, configure them individually.

1. Click the circle with your initials in the toolbar. Select Environment Maintenance.

2. In the Business Entities section, select an entity.

3. In the Additional Links section, select SMTP Configurations.

4. Refer to the Field descriptions and enter valid SMTP settings.

5. Select Save.

6. Repeat these steps for other entities that need their own configuration.

You can use both options together. Set up global SMTP as the default, then configure per-entity SMTP only for entities that require different configurations. Any entity without its own SMTP settings will automatically fall back to the global configuration.

Field descriptions

The following table describes the fields on the SMTP Configuration page.