7 multi-factor authentication (MFA) methods & types

Passwords are broken, yet most organizations still rely on them as their primary line of defense. 

This problem is glaring: employees tend to reuse the same password across multiple accounts because remembering dozens of unique, complex passwords simply isn't practical. But when someone uses something simple like "Password123!" for both their personal email and work systems, a single compromised account can quickly become a much bigger issue.

Attackers understand this problem and exploit it regularly through phishing emails, social engineering, and data breaches at third-party services. In fact, 81% of data breaches involve weak or stolen passwords. Even complex password requirements often lead to predictable patterns that bad actors know how to exploit.

Multi-factor authentication (MFA) fixes this problem by requiring more than just a password to access your systems. Even if someone steals or guesses a password, they still can't get in without that second piece of proof. 

It's one of the most effective security measures you can implement, and understanding your options helps you choose solutions that actually work for how your team operates.

What is an MFA method?

An MFA method is a type of identity verification that combines two or more different authentication factors—like a password, device, or biometric—to grant access. In other words, it’s a way to verify someone's identity using multiple factors instead of just a password. These factors fall into three categories: 

• Something you know (like a password)

• Something you have (like your phone)

• Something you are (like your fingerprint)

The key difference from single-factor authentication is that MFA requires at least two different types of proof. So even if someone figures out your password, they'd also need access to your phone or fingerprint to get into your account. This makes unauthorized access much harder.

Most MFA implementations combine a password with a second factor, though some newer systems skip passwords entirely and use two non-password factors instead.

Why is multi-factor authentication important?

MFA addresses the fundamental weakness of password-only security. Here's why it matters:

Protects against credential theft and phishing

When attackers steal passwords through phishing emails or data breaches, MFA stops them from using those credentials. They'd need that second factor too, which is much harder to obtain remotely. This protects against both low-effort mass attacks and sophisticated targeted campaigns that even security-conscious employees can fall for.

Reduces risk of unauthorized access

According to Microsoft, MFA prevents over 99% of automated attacks. It's not perfect, but it's incredibly effective at stopping the most common types of password attacks. The reason is simple: most cybercriminals are opportunistic, so when they encounter MFA, they typically move on to easier targets rather than invest time and resources in bypassing it. 

Enhances compliance with industry standards

Many regulations now require or strongly recommend MFA. Healthcare organizations need it for HIPAA compliance, financial services have their own requirements, and more industries are following suit. The regulatory landscape is evolving quickly, with new requirements appearing regularly as governments recognize the critical role of strong authentication in protecting sensitive data.

Builds customer trust and safeguards brand reputation

Data breaches destroy trust and can take years to recover from. Implementing strong authentication shows customers you take their data seriously and helps prevent the breaches that damage your reputation. Because data indicates that 66% of U.S. consumers would not trust a company that falls victim to a data breach with their data.

Provides layered security even if one factor is compromised

MFA works because it requires multiple things to go wrong simultaneously, following the "defense in depth" security principle. An attacker might steal a password, but they're unlikely to also have physical access to the victim's phone or hardware token. This layered approach provides both strong protection and flexibility when one authentication method becomes unavailable.

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Top 7 MFA methods (with pros, cons, and use cases)

Different MFA methods work better for different situations. The seven most common MFA methods are SMS/email codes, authenticator apps, hardware tokens, biometrics, location-based prompts, smart cards, and security questions. 

Here are the main options and when to use them:

SMS or email one-time passcodes

You enter your password, then get a text or email with a code to complete login. The system generates a temporary code that expires after a few minutes, requiring you to have access to your registered phone number or email address.

SMS codes are familiar and work on any device without additional software, making them easy for users to adopt. However, SMS can be vulnerable to SIM swapping attacks, and email codes depend on your email account security. They work well as a starting point for organizations prioritizing user adoption over maximum security.

Authenticator apps

Authenticator apps generate time-based one-time passwords (TOTP) that change every 30 seconds using cryptographic algorithms on your device. Google Authenticator creates these codes without internet access, while apps like Microsoft Authenticator and Duo offer both TOTP codes and push notifications that let you approve login requests with a tap.

The security advantage over SMS is significant since TOTP codes are generated locally and never transmitted over networks where they could be intercepted. Users need backup plans for device loss, though many apps now support cloud synchronization for easier recovery.

Hardware tokens like YubiKey

These are physical devices you plug into your computer or tap on your phone. Hardware tokens work by generating cryptographic signatures that prove the device is present during authentication. Unlike codes that can be intercepted or socially engineered, these signatures can't be replicated remotely.

While they provide excellent security and are immune to phishing attacks, the main challenges of this MFA method are cost, physical distribution for remote teams, and the possibility of users losing or forgetting their tokens. They're ideal for high-security scenarios where the investment and operational complexity are justified.

Biometric verification

Biometric verification uses your unique biological characteristics (fingerprints, facial features, or voice patterns) to confirm your identity. Modern smartphones and laptops often include these capabilities, analyzing biometric data locally and storing mathematical templates rather than actual images.

The convenience factor is huge since you can't forget or lose biometric factors, and authentication happens quickly. However, downsides include needing compatible hardware and potential accuracy issues in poor lighting or noisy environments. Some users also have privacy concerns about biometric data collection, and regulatory requirements vary by location.

Location-based prompts

These systems require additional verification when you log in from unusual locations or networks, using IP address geolocation, Wi-Fi network identification, or GPS data. It learns normal patterns for each user and flags impossible travel scenarios or access from unexpected countries.

Location-based authentication provides good detection of suspicious activity without requiring additional devices or user actions during normal use. However, it can be bypassed with VPNs, may inconvenience legitimate travelers, and raises privacy concerns about location tracking. It works best as part of adaptive authentication that considers multiple risk factors.

Smart cards

Smart cards are physical cards with embedded microchips that store digital certificates or cryptographic keys for authentication. Users insert the card into a reader or tap it on compatible devices to prove their identity, similar to how modern credit cards work with chip readers but for system access instead of payments.

They provide strong security since the cryptographic keys never leave the physical card, making them resistant to remote attacks and credential theft. However, they require specialized card readers at every access point, involve higher upfront costs for cards and infrastructure, and users can lose or forget their cards.

Security questions

Traditional security questions ask for personal information that presumably only you would know, like your mother's maiden name or first pet's name. Users either answer preset questions or create custom questions during account setup.

These questions are familiar to users and don't require additional hardware or software, making them easy to implement. Unfortunately, the answers are often available through social media or public records, making them one of the weaker MFA options. They're better used for account recovery processes rather than regular authentication, and only in low-risk scenarios.

Reading all this, the best choice depends on your security needs, user technical comfort, and what you're protecting. High-security environments often use hardware tokens, while organizations prioritizing user adoption might start with authenticator apps.

Where to use MFA in your business 

Understanding where MFA provides the most value helps you prioritize implementation:

Employee onboarding and identity verification

When new employees join an organization, MFA helps verify their identity during the account setup process and ensures secure access to company systems from day one. This is particularly important for remote employees who may never physically visit an office.

Secure remote access for remote or hybrid workforces

With distributed teams becoming the norm, MFA provides essential security for employees accessing company resources from home offices, coffee shops, or other locations outside the traditional corporate network perimeter.

Protecting internal HR and payroll systems

HR and payroll systems contain highly sensitive employee data including social security numbers, salary information, and personal details. MFA adds important protection for these systems that could cause significant harm if compromised.

Employee account recovery and password resets

MFA helps verify identity during password reset processes, preventing attackers from taking over accounts by exploiting weak account recovery procedures. This ensures that only legitimate users can regain access to their accounts.

Vendor and contractor access management

Third-party vendors and contractors often need temporary access to company systems. MFA helps ensure that external users are properly authenticated while providing a clear audit trail of their access activities.

Top 5 MFA providers

Selecting the right solution depends on your organization's security requirements, existing infrastructure, and user needs. Here are the leading MFA providers to consider:

1. Rippling

Rippling stands out by combining MFA with comprehensive HR, IT, and Finance tools in a unified platform. This integration allows organizations to maintain strong security while streamlining workforce management processes. 

The platform supports multiple MFA methods including YubiKeys (through a partnership with Yubico), passkeys, and authenticator apps. Its Supergroups feature enables granular security policies based on employee attributes like department, location, and tenure. 

Rippling's Workflow Studio also provides powerful automation capabilities for monitoring and controlling MFA usage across the organization. The solution also leverages HR data for behavioral detection and geographic restrictions, adding extra security layers not found in many standalone MFA solutions.

2. Okta Adaptive MFA

Okta offers an adaptive MFA solution that dynamically adjusts authentication requirements based on contextual factors such as device, network, location, user behavior, and IP addresses. 

The platform performs real-time device posture checks and can restrict access based on device compliance status. Authentication options include phishing-resistant methods such as Okta FastPass, FIDO2 WebAuthn authenticators, smart cards (PIV and CAC), and biometric verification. 

3. Cisco Duo

Cisco Duo offers various authentication options including push notifications through Duo Push, biometrics, passcodes, security tokens, and phone calls via the Duo Mobile app.

The solution integrates with cloud and on-premises applications, VPNs, SaaS tools, and custom applications. Duo includes adaptive authentication capabilities that allow administrators to set access policies based on factors such as user role, location, application, network, and device health. 

4. Microsoft Entra MFA

Microsoft Entra MFA helps protect organizations against credential theft and phishing attacks by requiring additional verification beyond passwords. 

The platform works through several methods, with Microsoft Authenticator as the main mobile app for push notifications, biometrics, and one-time codes, along with FIDO2 security keys, certificate-based authentication, and passkeys for phishing-resistant access.

5. LastPass MFA

LastPass integrates MFA seamlessly into its password management ecosystem, strengthening security beyond traditional password protection.

Authentication methods include device-based verification through mobile apps with push notifications and SMS codes, biometric verification using fingerprints, facial recognition, or retina scans, and contextual authentication that considers location, IP address, and access timing.

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How to choose the most appropriate MFA method

Selecting the right approach requires balancing security, usability, and practical constraints. The key is to assess your risk level, user experience needs, technical infrastructure, and regulatory environment, then layer methods based on context:

1. Assess organizational security requirements and risk levels

Start with what you're protecting. For example, financial data and healthcare information need stronger authentication than internal wikis or company directories. Consider regulatory requirements like HIPAA or PCI DSS, and evaluate the potential impact of a breach. Conducting a formal risk assessment provides a baseline that helps you prioritize where to implement stronger MFA first and justify the investment to stakeholders.

2. Consider user convenience and ease of use

The most secure method is worthless if people won't use it consistently or try to work around it. Evaluate your users' technical comfort level and tolerance for security friction, considering that poorly implemented MFA can lead to "MFA fatigue" where users approve requests without proper verification. The key is balancing security with usability to prevent workarounds that actually weaken your security posture.

3. Evaluate compatibility with existing systems and devices

Ensure your chosen method works with your current infrastructure and the devices your employees actually use. Legacy applications might only support basic authentication protocols, while modern cloud applications typically offer more options. Consider network infrastructure requirements, and verify integration capabilities with existing identity management systems to avoid creating parallel systems that increase administrative overhead.

4. Balance security strength with cost and implementation complexity

Stronger authentication methods often cost more and take longer to implement, but sometimes a simpler solution that gets widely adopted provides better overall security than a complex system that's poorly deployed. Factor in ongoing operational costs like device replacement and help desk support, not just initial purchase prices. Consider phased approaches that start with basic MFA for immediate protection, then migrate to stronger methods over time as processes mature and users adapt.

5. Use layered approaches combining multiple methods for enhanced protection

Different use cases within your organization have different risk profiles and requirements, so consider implementing different MFA methods based on risk levels. Administrative access might require hardware tokens while routine access uses authenticator apps, focusing your strongest security controls where they provide the most value. Modern authentication systems can automatically adjust requirements based on context like user location, device, and access patterns.

How to implement MFA: Best practices

Successful MFA deployment requires more than just choosing the right technology. Follow these proven practices to ensure your implementation succeeds:

Educate users on MFA procedures and benefits

User education is needed for successful MFA adoption. Explain why MFA is important, how it protects both the organization and individual users, and provide clear instructions for each authentication method. Address common concerns and provide ongoing support to build user confidence.

Regularly update and review MFA configurations

MFA isn't a "set it and forget it" solution. Regularly review authentication policies, update software and hardware, and adjust configurations based on changing security threats and business needs. Monitor authentication logs to identify potential issues or attack attempts.

Integrate MFA with existing identity management systems

Ensure your MFA solution works seamlessly with your current identity and access management software. This integration streamlines user management, provides consistent policy enforcement, and reduces administrative overhead.

Monitor login activities for suspicious behavior

Implement monitoring and alerting for unusual authentication patterns, such as multiple failed attempts, logins from unusual locations, or access at odd hours. Quick detection of anomalies helps identify potential security incidents before they cause damage.

Manage IT security with Rippling

Rippling's approach to MFA goes beyond traditional standalone solutions by integrating authentication with your complete employee lifecycle. When someone joins your team, changes roles, or leaves the company, their MFA settings automatically adjust based on policies you've defined. This eliminates the common problem of orphaned accounts or outdated access permissions that create security gaps.

The platform's centralized user management means you can enforce MFA policies across all your applications and devices from one place. Instead of configuring MFA separately in each system, you set policies once in Rippling and they cascade across your entire tech stack. This consistency reduces both administrative overhead and the risk of configuration errors that leave systems unprotected.

The platform supports multiple authentication methods including YubiKeys, passkeys, and various authenticator apps. What makes Rippling unique is how it uses your existing HR data to make intelligent security decisions. The system knows each employee's role, department, location, and access history, allowing for much more granular and contextual security policies than standalone MFA tools can provide.

The behavioral detection capabilities are particularly powerful. Because Rippling has comprehensive data about normal work patterns—when people typically log in, which applications they use, where they work from—it can identify anomalous behavior that might indicate compromised accounts. This goes far beyond what traditional MFA solutions can detect.

For organizations looking to strengthen security while simplifying IT management, Rippling's integrated approach eliminates the complexity of managing separate point solutions while providing deeper security insights than standalone tools can offer.

MFA methods FAQs

What are the strongest MFA methods?

Hardware security keys and biometric authentication are generally the most secure options. Hardware tokens require physical possession and resist phishing attacks, while biometrics use unique biological characteristics. 

How many types of MFA methods are there?

While there are many specific implementations, MFA methods fall into three main categories: knowledge factors (something you know), possession factors (something you have), and inherence factors (something you are). Within these categories, you'll find dozens of specific approaches from SMS codes and biometric scanners to hardware tokens.

Are there any limitations to using MFA?

MFA isn't perfect. Users can lose devices, forget authentication methods, or get locked out during emergencies. Some methods like SMS are vulnerable to specific attacks. Poor implementation can also create user frustration that leads to security workarounds. The key is choosing methods that balance security with practical usability.

What's the difference between MFA and 2FA?

When comparing MFA and 2FA, the key difference lies in the number of required factors. Two-factor authentication (2FA) specifically uses exactly two authentication factors, while multi-factor authentication (MFA) can use two or more. In practice, the terms are often used interchangeably since most implementations use two factors. However, MFA offers more flexibility for high-security scenarios that might require additional authentication layers.