New Hire Starter Guide | IT Set-Up

New Starter System Set-Up Guide

Contents

Introduction

How to access your temporary password

On-site Start employees -

Logging into the Laptop

Remote start Employees -

My Apps

Introduction
Logging into MyApps & setting up Multi-Factor Authentication
Using Multi-Factor Authentication
Changing MyApps Password
Managing your MFA methods

Introduction

We’re happy to be able to welcome you to GQR, where we deliver unique talent to the world’s most innovative organizations. This ‘How to Guide’ will walk you through the steps you need to follow to access your laptop and all the relevant applications which have been assigned to you.

To be able to complete the steps in this guide you will need the following:

Work Laptop
Laptop Charger
Cellphone
Personal Computer (optional)
Temporary Credentials which will have been emailed to your personal email address separately.

It’s extremely important that you follow all the steps correctly. If you have any issues, please email support@gqr.com and a member of our Service Desk will reach out to you.

How to access your temporary password

Here at GQR we use an application called 1Password to securely store passwords. You should have received an email from your Talent representative to your personal email address, which contains a link to your temporary credentials. You will need this for the following steps.

Note: The steps 1 – 5 will need to be completed on your personal computer or phone.

Step 1: Open the email and click the link which was supplied to you.

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Step 2: Enter the email address that the link was shared with.

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Step 3: Go back to your email and retrieve the one-time passcode.

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Step 4: Enter the one-time passcode in the web portal and click ‘View Item’.

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Step 5: Retrieve your temporary credentials. These will be used to log into the laptop for the first time.

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Note: There may be more credentials in the link provided. You will be directed on how to use these during orientation.

Remote Starters:

Logging into the Laptop

Now that you have your temporary credentials, you’re ready to start logging into the laptop that’s been provided for you.

Note: We endeavor to provide all laptops with a fully charged battery; however, it’s always best to plug it in to ensure it doesn’t turn off during setup.

Step 1: Turn on and log into the laptop using your temporary credentials.

Step 2: Your computer will then request that you configure your Multi-Factor Authentication (MFA) methods. Our systems require that you configure two MFA methods. We suggest Microsoft Authenticator and your personal phone number. If you wish to change these at a later date, you can by following these steps. How to manage MFA methods (MyApps)

Step 3:

After you have completed setting up your MFA methods, you will need to change your password to something more memorable. Type your temporary credentials into the ‘Old Password’ field and enter in a new password.

Our company policy requires your password to meet the following requirements:

• 12 characters long.

• At least 1 uppercase, lowercase, number, and special character.

• Pass phrases are better than passwords, such as song lyrics or favorite movie quotes.

On-Site Starters:

If you are scheduled to start in the office on your first day, we suggest that you take a little time to set up your account before your first day. Please follow the steps below to get your account setup.

Note: We suggest that you use a personal computer(desktop\laptop\tablet) for these steps. You will also need your cellphone to set up your Multi-Factor Authentication (MFA) methods.

My Apps

Introduction

Here at GQR we utilize a web-based portal called My Apps to manage and launch all the applications that we use as a business. We utilize a Single-Sign-On (SSO) process which means that you only need to create a password once and the system, through MyApps will automatically log you into any of your other applications.

Logging into MyApps & setting up Multi-Factor Authentication

Note: You will need to use both your work laptop and cellphone for these steps.

Step 1: On a computer, go to the go to MyApps.Microsoft.com in the browser of your choice (Chrome\Edge).

Step 2: Sign in using your temporary credentials from 1Password

Step 3: Click ‘Next’.

Step 4: Follow the steps in the next window(s). It’s best to complete these steps and download the App onto your cellphone as you’ll need to use the camera later in the process.

Note: Clicking the ‘Download Now’ link will create a QR code, which you can scan with your cellphone camera, and it’ll take you to the App store / Google Play Store where you can download the correct application. These QR codes can also be found below.

Step 5: Within the Authenticator App, select ‘Add Account’, then ‘Work or school account’.

Note: The App will request access to your camera, so that you can scan the QR code in the next step. Please click ‘Allow’ when this notification appears.

Step 6: Click ‘Next’.

Step 7: Scan the QR Code. Your phone should then show your account, but the screen on your laptop will not change.

Step 8: Click ‘Next’ on the screen on your computer.

Step 9: On the next screen, enter the number shown on your phone. Android users may need to click on the account shown on their phone or the push notification.

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Step 10: You will be asked to register a second form of authentication. Please follow the on-screen instructions to configure your alternative MFA method.

Step 10: Congratulations! You have completed Multi-Factor Authentication (MFA) enrollment. It is advised you register a second form of authentication. Click here to go to the section which contains the steps to follow to achieve this.

Note: The password that you have just configured will be your password for your company laptop and the MyApps portal.

Using Multi-Factor Authentication

Now that you have set up Multi-Factor Authentication (MFA), occasionally when you log into the MyApps portal, you will be prompted to follow the MFA steps. Please see below, an overview of how to log into MyApps using the MFA process.

Step 1: Open MyApps on your work laptop.

Step 2: Select your account and enter in your password.

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Step 3: Open the Authenticator App on your cellphone and enter in the number of the screen.

Step 4: Click ‘Yes’.

Note: You may receive a push notification on your cellphone which provides you with quick access to the Authenticator.

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Step 5: You should now have successfully signed into MyApps.

Changing your MyApps Password

Your MyApps and company laptop passwords are sync’ed. If you need to update either, you can change them following either of the two methods below.

Method 1:

Step 1: Log into MyApps using your credentials.

Step 2: Follow the Multi-Factor Authentication steps if required (utilizing the Microsoft Authenticator App).

Step 3: Click the circle on the top right of the screen, which will either be your initials or your profile picture.

Step 4: Click ‘View Account’.

Step 5: Click ‘Change Password’.

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Step 6: Type in your current credentials in the ‘old password’ field and then create a new Password. As a reminder, company policy is to ensure that your password meets the following criteria:

12 characters long.
At least 1 uppercase, lowercase, number, and special character.
Pass phrases are better than passwords, such as song lyrics or favorite movie quotes.

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Method 2:

Managing your MFA methods

A secondary authentication method is required to be set up should you be unable to follow the usual Multi-Factor Authentication process, as well as enabling you to use the Self-Service Password Reset process.

The Microsoft Authenticator app is tied to the physical device you used during initial setup, typically this would be your cellphone. A common issue people face is when they change their cellphone, they lose access to the Authenticator App, and therefore become unable to log into MyApps, and other applications. In order to be able to access these systems you would have to reach out to our Support Team to be able to access MyApps again, which can take time depending on how busy the Support teams are.

Phone numbers, however, are typically more consistent, which is why we recommend using this as a secondary method for authentication.

Step 1: Open MyApps.

Step 2: Click the circle on the top right of the screen, which will either be your initials or your profile picture.

Step 3: Click ‘View Account’.

Step 4: Click ‘Update Info’ on the ‘Security Info’ tile.

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Step 5: Click ‘Add Sign-In method’.

Step 6: Choose ‘Phone’ from the drop-down menu and click ‘Add’.

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Step 7: Set your international dialing code, type in your phone number and click ‘Next’.

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Step 8: The system will now call your phone from 855-330-8653. Answer the call and click the # key when prompted to do so.

Step 9: Congratulations, you’ve now successfully registered a secondary authentication process.

New Hire Starter Guide | IT Set-Up