Hardware Keys for MFA/2FA (Employee)

Overview

Learn about hardware security keys for employee multifactor authentication (MFA/2FA), including their benefits, how to request and set up a key, and how to replace a lost, stolen, or damaged key.

Advantages of Hardware Keys

  1. Better protection against scams: The physical key must be present to log in, even if someone knows your username and password.
  2. Tough to hack: These keys are designed to resist tampering and guessing attempts. They create unique codes that are very hard for attackers to copy or predict.
  3. Safer passwords: Since the key must be physically present, it reduces risks from weak or stolen passwords.
  4. Easy to use: Just tap or insert the key into your device to log in. No extra software needed.
  5. Works offline: The key itself doesn't need internet to work, though the service you're logging into usually does.
  6. Keeps track of use: The key records when it's used, which can help spot potential security issues.
  7. Backup access: If you lose your phone, you can still log in with the key.
  8. Widely supported: Many services and devices can use these keys.
  9. Strong security: Hardware keys are one of the best ways to protect your accounts.
  10. Data protection: These keys help keep sensitive information safe more effectively than traditional passwords.

Disadvantages of Hardware Keys

  1. Cost: Unlike some other login methods, hardware keys aren't free. They usually cost between $25 and $50.
  2. Can be lost: The keys are small and easy to misplace, which can make logging in difficult.
  3. Extra item to carry: Some people find it inconvenient to carry an additional physical item.
  4. Backup method needed: If you lose your key, you'll need a backup way to log in, or you might get locked out of your accounts.

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Steps

Getting your Key:

To get a hardware key for Google Authentication:

  1. Submit an IT service ticket to request a hardware key and schedule an in-person appointment for setup (this may take up to 30 minutes).
  2. Set up a backup login method: If you lose your hardware key, you won't be able to access your Google account without a backup. Ask for help setting this up during your appointment. See Employee MFA Overview for more information.

Replacing your Key:

If your hardware key is lost, stolen, or damaged:

  1. Submit an IT service ticket right away to report the loss and ask for a replacement.
  2. Use your backup method to log in.
  3. Setting up a replacement key can take over 30 minutes. This includes removing the old key from your account and setting up the new one.

Last Updated: October 13, 2026