Complete First Login With Password, MFA and PIN

Your first sign-in is a short, guided, three-step gate, and you cannot reach any part of Veona until you finish it. You set a password, switch on MFA (multi-factor authentication — a second proof of who you are, usually a 6-digit code from an authenticator app), and create your eSign PIN (a 6-digit code that is your legal electronic signature on every clinical record). The order is fixed and Veona drives it for you: the steps are enforced, so you cannot skip one.

Who / when: the New Staff member, the first time they open the single-use invite link an invite notification sent them. Set aside five quiet minutes and have your phone (for the authenticator app) to hand.

1. New Staff — open the invite link. The “Welcome to Veona” page asks you to “Choose a password” and “Confirm password”. Use at least 12 characters with upper- and lower-case letters and a digit, then press “Set password & continue”. This creates your credential and activates your account.
2. New Staff — Veona sends you to the Sign in page. Enter your work email and the password you just set, and press “Sign in”. From here the onboarding gate takes over — you will see a small three-step progress bar: Password → Two-factor → eSign PIN.
3. New Staff — at the “Set up two-factor authentication” step, press “Start setup”. Veona shows a QR code; scan it with an authenticator app (Google Authenticator, Authy or 1Password — there is a manual key if your camera will not cooperate). Type the “6-digit code” the app shows and press “Verify & enable”.
4. New Staff — Veona then shows your backup codes once. Save them somewhere safe (a password manager is ideal) — each one is single-use and gets you in if you ever lose your phone. Press “I have saved them — continue”.
5. New Staff — at the final “Create your eSign PIN” step, choose a 6-digit PIN, confirm it, and press “Set eSign PIN & finish”. The moment it saves, the gate releases and you land in Veona, ready to work.

Note

Three different secrets, three different jobs. Your password logs you in. Your MFA code proves it is really you logging in. Your eSign PIN signs your name to clinical work. They are deliberately separate — keep your eSign PIN private and never share it, because every record signed with it is attributed to you in the audit trail.

Caution

There is no way around any step. The progress bar is enforced, so you cannot click past two-factor or skip the PIN — Veona simply will not open the rest of the product until all three are green. If your invite link has expired before you finish, ask your administrator to re-issue it from Admin → Staff.

Tip

Two-factor is required for clinicians who release results or sign reports — which is most clinical roles — so do not be surprised that it is mandatory. Once you are set up, you will only be asked for a code occasionally, when Veona wants to re-confirm it is you.

What happens next: your account is fully live. From now on you sign in with your password and an MFA code, and — if you work across more than one site — you pick which facility you are working in. That everyday sign-in is covered in Log In With MFA and Pick a Facility. Whenever you finalise a note, result, prescription or certificate, you will be asked for the eSign PIN you just created — see Sign and Amend Any Record With Your eSign PIN.

Follow the trail

• Previous: Invite New Staff With a Notification
• Next: Log In With MFA and Pick a Facility
• Related: Log In With MFA and Pick a Facility · Change Your eSign PIN With Re-Authentication