Storable ID: Communication recommendations for Admins

This guide is intended for owners who are enabling Storable ID. Before enabling Storable ID, we recommend reading our pre-configuration guide and FAQ and discussing the configuration options with other owners at your organization (if any). Once you’re ready to enable Storable ID for your organization, we recommend communicating with owners and your employees about the upcoming change to prevent login issues and ensure a smooth transition.

What to tell your organization

Owners

Users with the Owner role in Storable Easy and access to all facilities on your Easy account can enable Storable ID. If there are multiple owners on your account, discuss the following:

• Who will enable Storable ID. It is important that only one person enables and configures Storable ID. 
• When you will enable Storable ID. 
• Whether Storable ID will be required or optional.
• The settings and requirements you want to implement for Storable ID user accounts and Multi-Factor Authentication. 

Non-owner users

Communicate the following to your employees before enabling Storable ID:

• When you will enable Storable ID.
• Why you chose to implement Storable ID. We’ve included a blurb in the communication template below, but we encourage you to make it specific to your organization.
• Whether Storable ID is required or optional. If you choose to make Storable ID optional initially but will require it later, communicate that timeline.
• How to create their Storable ID.
• What email and username employees should use. The email and username will be the same for users with individual company email addresses.
  • If your employees will be using shared email addresses to log in:
    • Each employee who shares an email address will need to create a unique username. The username doesn’t have to be a valid email but must be formatted as an email address (Ex: [e-mail]). We recommend identifying the username format you wish your employees to use and communicating this to them.
    • Employees with a shared email may not be able to reset their passwords via email and may be required to contact an owner for a temporary password.
    • If employees with a shared email make too many login attempts, they will need to contact an owner to unlock their account.
      
      
• Which Multi-Factor Authentication methods can be used. If using Google Authenticator or Okta Verify, you may want to encourage employees to download the app beforehand.
• What lockout and re-authentication settings your organization will use.
• Who at your organization to contact if they need help. Storable Easy Support cannot assist with Storable ID log-in issues.

Communication template

We’ve included a template below that you can use to communicate with your team. However, we recommend customizing it for your organization. 

⚠️ Placeholder text is highlighted in red and should be replaced. Helper text is highlighted in yellow and indicates selections that should be made to align with your configuration settings.

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Hi Team,

We are planning to implement Storable ID with Multi-Factor Authentication for our Storable Easy software on [ENTER DATE YOU PLAN TO SET IT UP]. Storable ID utilizes Multi-Factor Authentication (MFA) for enhanced security to help protect our business against cyberattacks and to comply with Payment Card Industry Data Security Standard (PCI DDS) requirements.

What does this mean for me?

When you log in to Storable Easy on [DATE], you will be prompted to set up a Storable ID to continue. You are or are not required to set up a Storable ID to log into your software on that date. Here are the details you’ll need to know about setting up a Storable ID:

Setting up your account:

• If you do not utilize shared email at your organization, include this information: You will use your assigned email address ending in @yourdomain.com as your email address and username.
• If you do share emails at your organization, such as a single store-level email, include this information: Please enter [store-level email address] as your email address. Create a username in the following format: firstname.lastname@[your domain.com]

Multi-Factor Authentication:

• Our organization requires [email, Google Authentication, Okta Authenticator, and/or Security Key or Biometric Authentication].
•  for MFA. Storable Easy has a helpful article with instructions to set up MFA: Storable ID Multi-Factor Authentication set up.
• You will be required to reauthenticate with the MFA method every [enter the number you entered in the Multi-factor challenge frequency section of the onboarding wizard] days.
• If you will be selecting “Yes, lock users out of failed attempts”: You will be locked out of Storable Easy after [enter your lock-out policy for failed attempts] failed login attempts. If you are locked out, please contact [the owner’s name or names] to unlock your account. 

What should I do if I need help?

• You can find instructions on how to create your Storable ID in this Help Article: Setting up your Storable ID: Non-Admins.
• Storable Easy support is unable to help with Storable ID login issues. If you are unable to log in to Easy or have any other issues accessing your software after creating your Storable ID, please contact [owner name] at [owner contact details]. 

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