QuickBooks is popular accounting software used by many small businesses. One useful feature in QuickBooks automated password reset tool. This allows users to reset their QuickBooks password directly within the software if they forget it. The password reset tool eliminates the need to contact Intuit support or an IT administrator to reset the password.
However, proper implementation of the automated password reset tool requires following some best practices. Here are some recommendations for using the QuickBooks password reset feature effectively:
Choose Strong Security Questions
When setting up the password reset tool, QuickBooks asks the user to specify security questions and answers. It is crucial to choose security questions that have answers an unauthorized person could not easily guess or find out. Avoid common security questions like “What is your mother’s maiden name?” or “What was the name of your first pet?”. Instead, create unique security questions with answers only you would know.
Keep Answers Secure
The security question answers allow access to reset your QuickBooks password, so treat them with the same care as passwords. Never share the answers with anyone else or write them in an insecure place. If the answers are compromised, someone else could gain access to reset your password.
Set Password Requirements
QuickBooks lets administrators configure password requirements including length, special characters, numbers, etc. Set strong password rules to create complex passwords that are hard to crack. Require at least 8 characters with numbers, uppercase and special characters.
Reset Passwords Promptly
When an employee with QuickBooks access leaves the company, promptly reset their password. Do not allow former employees to retain access to the QuickBooks file. It is a best practice to reset passwords immediately upon termination.
Regularly Change Passwords
To enhance security, regularly change passwords for QuickBooks user accounts. Avoid having static passwords in place indefinitely. Set passwords to expire every 60-90 days forcing users to set new strong passwords.
Use Role-Based Access
Only allow QuickBooks access to employees that need it for their role. Set up user accounts with specific access tailored to each user’s responsibilities. Limit access to sensitive financial data as much as possible.
Audit Password Resets
Review a report of all QuickBooks password resets periodically. Look for any suspicious or unauthorized resets. The report provides details like who performed the reset and when.
Log Reset Attempts
QuickBooks logs any failed attempts to answer security questions and reset passwords. Review the logs for repeated failed attempts which could indicate an unauthorized person trying to gain access.
Enable Multi-Factor Authentication
For additional security, require multi-factor authentication to complete a password reset. After correctly answering security questions, users must enter a code sent to their mobile device or email.
Set Password Reset Lockout
To prevent brute force attacks, set the number of failed password reset attempts to lock out the account. Restrict further reset attempts for a period of time after repeated failures.
Frequently Back Up Data
Routinely back up the QuickBooks data file and store it securely offline. This provides recovery options if an unauthorized password reset occurs and data is corrupted.
Use Complex Questions
The security questions that unlock the password reset function form the first line of defense against unauthorized access. Create questions that are difficult for others to guess and have unique answers only the authorized user would know.
Don't Use Personal Questions
Avoid basing security questions on publicly available personal information like date of birth, address, mother's maiden name, etc. This data could be uncovered through social media or public records.
Restrict Attempts
To prevent brute force guessing, restrict the number of times a user can attempt to answer the security questions before locking out the account. Require contacting an administrator to unlock the account after a certain number of failed attempts.
Inform Users
Educate QuickBooks users on the importance of keeping answers confidential. Make it clear they should never share their security question answers with anyone, including IT/support staff.
Reset Upon Termination
An employee who leaves the company with access to the password reset questions/answers poses a major security risk. Always reset the security questions when terminating an employee.
Follow Least Privilege Principles
Only assign elevated QuickBooks privileges like password reset capability according to need. Most users should not have the ability to reset passwords. Follow the principle of least privilege.
Watch for Red Flags
Closely monitor use of the password reset feature and watch for suspicious patterns like frequent resetting or locked out accounts. These behaviors could signify an unauthorized user attempting access.
By carefully implementing QuickBooks automated password reset capabilities with these best practices, companies can securely facilitate simple password management without compromising financial data access controls. The QuickBooks automated password reset tool increases efficiency but must have proper policies and procedures governing its use. With strong controls in place, the password reset feature delivers convenience without introducing new security risks.
