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Two-Factor Authentication Form

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TWO-FACTOR AUTHENTICATION SERVICE AGREEMENT

This Two-Factor Authentication Service Agreement (the Agreement) is entered into by and between:

RECITALS

WHEREAS, Client desires to implement two-factor authentication ("2FA") to enhance access security for specified systems and accounts; and

WHEREAS, Provider is engaged in the business of supplying, configuring and managing multi-factor authentication technologies and related services; and

WHEREAS, the parties wish to set forth the terms under which Provider will supply 2FA services to Client.

SCOPE OF WORK

Provider will supply configuration, deployment, ongoing management, monitoring and limited user support for the 2FA methods selected below. Provider will integrate 2FA with Client-designated systems as expressly agreed in writing and will provide administrative access to Client's designated administrators.

AUTHORIZATION & ENROLLMENT

Client authorizes Provider to enroll Client users, provision authentication credentials, and perform administrative actions necessary for 2FA operation. Client designates the following administrative contact for enrollment and coordination:

2FA Methods to be Enabled (select all that apply):

PAYMENT TERMS

Client agrees to pay Provider for services according to the following terms.

Invoices are due within the payment schedule specified above. Failure to pay when due permits Provider to suspend services after written notice and to charge the agreed late fee. Client remains responsible for all costs of collection, including reasonable attorney fees.

TERM AND TERMINATION

This Agreement commences on Effective Date and continues until the End Date, unless earlier terminated in accordance with this section.

Effective Date: . Term End Date:

Either party may terminate this Agreement for cause if the other party materially breaches any obligation and fails to cure within the notice period. Termination for convenience by Client requires payment of accrued fees through the effective termination date and any unpaid setup or provisioning costs.

CONFIDENTIALITY

Each party shall maintain in confidence all Confidential Information of the other party. Confidential Information includes credentials, setup details, implementation documentation, and audit logs. Confidential Information does not include information that is publicly available through no fault of the receiving party or that is rightfully obtained from a third party without restriction.

Provider will implement industry-standard administrative, technical and physical safeguards to protect Client data and will not disclose Client Confidential Information except to personnel with a need to know or as compelled by law, provided Provider gives prompt notice to Client when permitted.

SECURITY INCIDENTS & NOTIFICATION

Provider shall notify Client without unreasonable delay upon discovery of a security incident that materially affects Client credentials or authentication infrastructure. Notification will describe the nature of the incident, remedial steps taken, and recommended Client actions. Provider's liability for incidents is limited as set forth in this Agreement.

LIMITATION OF LIABILITY & INDEMNIFICATION

Except as to breaches of confidentiality or willful misconduct, neither party shall be liable to the other for consequential, incidental, special or punitive damages. Client shall indemnify and hold Provider harmless from claims arising from Client's misconfiguration, misuse of credentials by Client users, or failure to timely notify Provider of suspected compromise.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state governing_law_state. Any dispute arising under this Agreement shall be resolved in the state and federal courts located in the governing jurisdiction, and the parties consent to personal jurisdiction therein.

ENTIRE AGREEMENT

This Agreement, together with any exhibits or written statements of work signed by the parties, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior proposals, negotiations and representations. Any amendment must be in writing and signed by authorized representatives of both parties.

MISCELLANEOUS ADMINISTRATIVE INFORMATION

By signing below, the signatories represent and warrant they are authorized to bind their respective parties to this Agreement and that the information provided above is true and correct.

Client - Printed Name:

By:

Date:

Provider - Printed Name:

By:

Date:

Enter text✕

What the Two-Factor Authentication Form Is and Why it Matters

A Two-Factor Authentication Form documents a user’s chosen secondary verification method (for example, SMS code, authenticator app, or hardware token), collects consent to use that method, and captures fallback options and contact details. Organizations use the form to standardize onboarding, record explicit consent for multi-factor authentication (MFA), and create an auditable record that links a user identity to a verification method and recovery process.

Primary purpose and expected benefits

The form establishes a clear record of the authentication method and user consent, which reduces account takeover risk, simplifies incident response, and supports compliance with data-security and privacy obligations. A consistent form also helps IT teams track enrollment status and manage exceptions.

Primary purpose and expected benefits

Which teams and recipients typically complete this form

The form also documents exceptions, such as approved hardware-token users or individuals with accessibility needs, and supports periodic revalidation of authentication methods.

  • IT and security teams managing access and identity lifecycle.
  • HR or onboarding teams collecting authentication preferences for new hires.
  • Service teams enabling customer MFA for account-sensitive actions.

Step-by-step: How to complete and verify this form

Follow these steps to capture, verify, and record a user’s MFA choice and proof of enrollment.

  • 01
    Step 1 — Provide details: User enters name, department, and primary contact information.
  • 02
    Step 2 — Select method: Choose SMS, authenticator app, or hardware token and note secondary option.
  • 03
    Step 3 — Verify method: Send a one-time code or scan a QR code; confirm successful authentication.
  • 04
    Step 4 — Record outcome: Sign, date, and store the completed form in the access-control record.

How to configure the form in an online workflow

Use these configuration settings when building the form into an eSign or identity-management workflow.

Field Configuration
Authentication Type Dropdown: SMS | Authenticator App | Hardware Token
Verification Action Trigger SMS code or QR provisioning on submit
Required Fields Name, contact, primary method, backup option
Retention Tag Apply security_document and identity_records tags

Typical processing flow after a user submits the form

A standard workflow routes the form from submission to verification, record linkage, and archival.

  • Submit: User completes online or prints and returns a signed copy.
  • Verify: System sends code or provisions authenticator; confirmation logged.
  • Link: Associate verified method with the user’s identity record.
  • Archive: Store signed form and audit trail in secure retention system.

Formats and integration points for digital completion

Confirm the platform also provides an immutable audit trail, access controls, and export options for compliance reviews.

  • Document formats: PDF, DOCX, and HTML form exports
  • Integrations: Connectors for Microsoft 365, Google Workspace, and Salesforce
  • Authentication: Support for SMS, TOTP apps, and hardware tokens

Essential parts of a professional Two-Factor Authentication Form

A complete form balances operational detail with clear consent language; include fields that support verification, recovery, and auditability.

Identity fields

Full legal name, employee or customer ID, department, and contact details to match identity records.

Method selection

Primary and secondary authentication choices (SMS, authenticator app, hardware token) with provisioning notes.

Verification record

Space to note the verification event (timestamp, method used, and successful/failed status).

Consent statement

Clear consent to receive codes and to use the chosen method for account protection and policy enforcement.

Recovery options

Backup contact, recovery codes issuance, or escalation path when primary method is unavailable.

Signature block

Signer name, electronic or handwritten signature, and date to create a link between identity and method.

How to save, export, and retain completed forms

Maintain records in formats that preserve the audit trail and are compatible with security and compliance processes.

PDF Archive

Export a signed PDF that includes an embedded audit trail (timestamps, IP address, verification events) for long-term retention.

Database Record

Store parsed field values in an identity-management system for search, reporting, and automated policy enforcement.

CSV Export

Use CSV for bulk reporting of enrollment status, last verification, and recovery method inventory.

Audit Log

Keep an immutable log of verification attempts, changes to method, and administrative overrides.

Security and compliance features to include or verify

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
Multi-factor option: SMS, TOTP app, hardware
Audit trail: Timestamps and IPs
HIPAA capability: BAA available
Regulatory support: 21 CFR Part 11 ready

Key risks and potential consequences of improper completion

Unauthorized access: Account takeover risk
Audit failure: Noncompliance exposure
Data breach: Regulatory fines possible
Service outage: Recovery delays
Incorrect contact: Codes delivered to wrong device
Missing consent: Disputed actions or liability

Common mistakes to avoid when preparing this form

  • Using informal names instead of legal names, which breaks record linkage and audits.
  • Allowing only one recovery option; single points of failure lengthen incident response.
  • Failing to record verification event metadata such as timestamp and method used.
  • Storing recovery codes unsecured or sharing them in insecure channels.

eSignature vendor comparison for processing Two-Factor Authentication Forms

Basic pricing and capability distinctions for common eSignature providers; signNow is listed first per the platform comparison standard.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world examples of authentication record workflows

Organizations across industries use documented authentication forms to streamline enrollment and preserve compliance evidence.

Martin Properties (Real Estate)

Tim Martin used digital authentication forms during remote closings to collect MFA choices and consent

  • Resulted in consistent verification for remote agents
  • I can process and execute all of these documents online with 100% compliance and built-in security, which helped close transactions without in-person steps.

Fertility Centers of Illinois (Healthcare)

John Butler standardized patient portal two-factor enrollment to support HIPAA controls

  • Centralized recovery codes and consent tracking
  • The team found the API and security features aligned with our compliance needs and reduced manual tracking effort.

Who may sign or authorize the completed form

Chief Information Security Officer

Typically authorizes MFA policy, approves allowed methods, and signs where organizational authorization is required. The CISO’s approval links a user’s selected method to corporate risk and access-control policies and supports exceptions.

Authorized Signer

Designated managers, HR personnel, or identity team members may complete or countersign the form to confirm enrollment. Their signature records administrative acceptance and evidences policy compliance.

How to update or revise a submitted Two-Factor Authentication Form

Use a controlled process for changes to keep audit trails intact and minimize access disruption.

01

Request change:

User requests switch via helpdesk or self-service portal; reason must be documented.
02

Reverification:

Require re-verification of new method before deactivating the old method.
03

Approval:

Manager or security team approves high-risk method changes.
04

Record update:

Update identity record and archive previous form version.
05

Notify user:

Inform user of completion and any cooldown period before full use.
06

Audit log entry:

Log actor, timestamp, and reason for change for compliance reviews.

Frequently asked questions and troubleshooting tips

Answers to common issues when completing or processing a Two-Factor Authentication Form.


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