Sign In & Access

Access to Workflow is provided through your organization's unique site URL. This topic covers sign-in basics, multi-factor authentication, and switching between Rival products.

On this page:

• Sign in
• Multi-Factor Authentication (MFA)
• App Switcher
• Troubleshooting

Sign in

To sign in, go to https://<your site URL>/ and enter your user ID and password. Your initial login credentials are provided by your organization's administrator.

Forgot your password?

Use the Did you forget your password? link on the sign-in page. Enter the email address associated with your account to receive a password reset link.

If you don't receive the email, check your spam folder or contact your administrator.

Password requirements

Password requirements vary by organization. In general, passwords must:

• Be between 4 and 30 characters
• Not match your user ID

Your organization may also require uppercase/lowercase letters, numbers, or special characters.

Multi-Factor Authentication (MFA)

Multi-Factor Authentication adds an extra layer of security by requiring a verification code in addition to your password. When MFA is enabled for your organization, you must complete a second verification step each time you sign in.

How MFA works

1. Enter your user ID and password on the sign-in page.
2. Select a verification method. Currently, email verification is supported.
3. Check your inbox (or your alternate email) for a time-sensitive verification code.
4. Enter the code on the verification screen to complete sign-in.

Note: Verification codes expire after a short period. If your code expires, select Send new code to receive a fresh one.

Verification methods

Good to know

• MFA applies to users who sign in directly (not those using Single Sign-On).
• MFA is required at every sign-in — there is no "remember this device" option.
• If you only have one verification method on file and cannot access it, contact your administrator to add an alternative or reset your access.

For administrators

MFA is enabled at the organization level. When MFA is active, all non-SSO users are required to verify at sign-in. Ensure that each user has a valid email address on file so they can receive verification codes.

To configure MFA settings, go to Admin > Settings and review the authentication options. Global email notifications must be enabled for the verification emails to send.

App Switcher

The App Switcher lets you move between Rival products — Workflow, Recruit, Learn, and Perform — without signing in again. It appears in the main navigation when your organization has two or more Rival products enabled.

How it works

When the App Switcher is enabled, a product menu appears in the navigation bar. Select the product you want to switch to, and you'll be redirected automatically using your existing Single Sign-On (SSO) session.

• Only products your organization subscribes to and that you have access to appear in the menu.
• You must be signed in via SSO — the switcher uses your active session to authenticate across products.
• No additional login is required when switching.

Requirements

The App Switcher requires:

• Two or more Rival products enabled for your organization.
• Single Sign-On (SSO) configured and active across all participating products.
• Matching user identity across products — each user must log in with the same email address in every Rival product they access. If your login email differs between products (for example, a company email in Workflow but a personal email in Recruit), the App Switcher cannot authenticate the transition and switching will fail.

Good to know

• When you switch to Learn, you'll land on the Learner Portal. To access the Learn Admin portal, sign in to Learn directly.
• The App Switcher only provides navigation between products. It does not share data or link records across products.

For administrators

To enable the App Switcher, contact your Rival Account Manager. Enablement involves configuring SSO and activating the App Switcher setting in each product your organization uses.

Before enabling, verify that all users have consistent login email addresses across products. Mismatched logins will prevent seamless switching.

To enable in Workflow:

1. Sign in as a Super Admin.
2. Go to Admin > Settings > UI.
3. Set Enable App Switcher to True.

After enabling, users must sign out and sign back in for the App Switcher to appear.

Troubleshooting