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How to Log In to Your Ventrata Account

Step-by-step guide to logging in to your Ventrata account with a password, passkey, Google account or email code.

Ventrata uses WorkOS, a secure authentication service, at login.ventrata.com to manage access to the Dashboard.

You can sign in with a password, Google account, passkey or an email sign-in code. If your organisation has enabled multi-factor authentication (MFA), you also enter a one-time password from an authenticator app on your phone at every login.

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We recommend MFA for all users, and SSO for larger teams. If you are an admin user, you can enable MFA for your organisation in the Admin Portal. For steps, see the WorkOS documentation.

🎭 WHAT IS NOT CHANGING

Your email address and login credentials stay the same, and your data and permissions are not affected. Sales portals and Ventrata Terminals are separate and are not part of this login process.

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If your organisation uses its own SSO, your login methods are set by your organisation. See Organisation Login with a Custom Domain.

Prerequisites:

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You do not need to be logged in to the authenticator app with the account you use for Ventrata. However, we recommend keeping your personal and work accounts separate for both organisational and security reasons.

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For the best experience and security, use Google Chrome as your default browser.

Accept Invitation to Ventrata

When your user account is created, you automatically receive an invitation email.

  1. Press Open Ventrata in the invite.

    Account Invitation

  2. The invitation page opens with your email address pre-filled.

    Email

  3. Fill in your first and last name.

    Fill in Name

  4. Press Continue or Continue with Google to use your Google account.

  5. If you pressed Continue, choose how you want to sign in:

Method

What you use to sign in

Google

Your Google account

Password

Your password

Passkey

A passkey saved on your device or password manager

Email code

A code sent to your email

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If your organisation has enabled MFA, you are asked to set up your authenticator app. Otherwise, you are logged in to your Ventrata Dashboard.

Sign In with Google

  1. Press Continue with Google.

    Continue with Google

  2. Follow the onscreen instructions to connect your Google account.

  3. If MFA is enabled, you are offered the option to set up an authenticator app. To set it up, follow Set Up Your Authenticator App.

Sign In with a Password

  1. Enter a password that meets the following requirements:

    • At least 10 characters

    • A mix of uppercase and lowercase letters, numbers and special characters

    • Not reused from another account

    Create a Password

    📗 TIP Use a password manager such as 1Password to generate and securely store strong, unique passwords. Avoid relying on built-in browser password managers, which are less secure.

  2. Press Continue.

  3. If MFA is enabled, you are offered the option to set up an authenticator app. To set it up, follow Set Up Your Authenticator App.

Sign In with a Passkey

  1. Press Continue with a passkey without entering a password.

    Continue with a passkey

  2. Follow the steps in Create a passkey.

  3. If MFA is enabled, you are offered the option to set up an authenticator app. To set it up, follow Set Up Your Authenticator App.

Sign In with an Email Code

  1. Press Continue with email code without entering a password.

    Continue with email code

  2. A 6-digit code is sent to your email address.

    Verify Email

  3. Enter the code to verify your email.

    Verify your Email

  4. You are offered the option to create a passkey. This is optional:

    • To create one, follow the steps in Create a passkey.

    • Press Skip for now to continue without creating a passkey.

    Create a Passkey

  5. If MFA is enabled, you are offered the option to set up an authenticator app. To set it up, follow Set Up Your Authenticator App.

Create a Passkey

Passkeys provide stronger security than passwords by using cryptographic keys stored securely on your device or password manager. They protect you from phishing and password leaks.

  1. Press Create a passkey.

    Create a Passkey

  2. The default option is to save the passkey to Google Password Manager.

  3. Press Save another way to choose from other options.

    Save Passkey to Google Password Manager

    Where to save your passkey

    • Google Password Manager - Default Chrome option. Convenient but less secure, as it ties keys to your Google account and browser profile.

    • iCloud Keychain (macOS/iOS only) - End-to-end encrypted and syncs across Apple devices. Recommended for Apple users.

    • Use a phone, tablet or security key - Best option. Hardware security keys (for example, YubiKey) or device-based passkeys provide phishing-resistant, highly secure storage. Ideal for enterprise environments.

    • Your Chrome profile - Stores the passkey locally in your Chrome profile. Convenient but not portable if you change devices.

    • Windows users - Can use Windows Hello (PIN, face recognition or fingerprint) or save a passkey to a physical security key (for example, YubiKey). Provides strong, phishing-resistant login on Windows devices.

    Save Passkey Another Way

    📗 TIP

    For maximum security, choose iCloud Keychain (Apple), Windows Hello (Windows) or a hardware security key (if available).

  4. Follow the on-screen instructions to save your passkey.

  5. Once saved, a confirmation banner appears.

Set Up Your Authenticator App

If your organisation has enabled MFA, you are asked to set up an authenticator app the first time you log in. Once it is set up, you enter a one-time password from the app at every login. If MFA is not enabled, you do not see this step.

  1. The authenticator setup screen displays a QR code.

    Scan the QR Code

  2. Open your authenticator app and scan the QR code. If you use 1Password or Google Authenticator, follow the steps below. For Authy or Microsoft Authenticator, see the guidance on their websites.

1Password

  1. Locate and open the item you saved for your Ventrata login.

  2. Press Edit.

    Edit

  3. Press + add more and select One-Time Password.

  4. Press the QR code icon and scan the code on the screen.

    Add One-Time Password

  5. Press Save.

    One-Time Password

Google Authenticator

  1. Press the + icon in the bottom corner.

    Scan a QR code

  2. Scan the QR code on the authenticator setup screen. The one-time password is created for your account automatically.

    One-Time Password

3. Enter the code from your authenticator app into the fields on the screen.

Enter One-Time Password

4. You are logged in to your Ventrata Dashboard.

Sign In

Signing in depends on the method you chose when you accepted your invitation. If you use MFA, you then enter a one-time password from your authenticator app.

  1. Go to login.ventrata.com.

  2. Enter your email address.

    Enter Email

  3. Sign in with your chosen method:

With Google

  1. Press Continue with Google.

  2. Select the appropriate Google account.

With a Password

  1. Enter your password.

    Enter Password

  2. Press Sign in.

With a Passkey

  1. Press Sign in with a passkey.

    Sign in with a Passkey

  2. Select your authentication method (saved passkey, Windows Hello, device or security key).

    Use a Saved Passkey

  3. Follow the on-screen prompts to complete the authentication.

With an Email Sign-In Code

  1. Press Email sign-in code.

    Email Sign-In Code

  2. Enter the code you received in your inbox.

    Enter Sign-In Code

    📒 NOTE

    The code is valid for 10 minutes.

4. If you have set up an authenticator app, open it and enter the code into the fields on the screen.

Check Your Authenticator App

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If your organisation has enabled MFA and you have not set up an authenticator app yet, you are asked to set up your authenticator app first.

5. You are logged in to your Ventrata Dashboard.

Organisation Login with a Custom Domain

If your organisation uses its own SSO or a custom domain for authentication, your organisation sets your login methods.

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If you are an admin user, you can manage your organisation’s authentication methods (SSO, directory sync, domains) in the Admin Portal.

  1. Go to login.ventrata.com.

  2. Enter your email address.

    Enter Email

  3. If you belong to multiple organisations, select the correct one when prompted.

  4. You are offered the login methods your organisation has configured (passkey, SSO, 2FA).

  5. Once authenticated, you are redirected to the Ventrata Dashboard.

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Admins still create and manage users inside the Ventrata Dashboard. However, authentication methods depend on your organisation’s security setup.

Reset Password

If you forget your password, or need to reset it:

  1. Go to login.ventrata.com.

  2. Enter your email address.

    Enter Email

  3. Press Forgot your password?

    Forgot Your Password?

  4. Press Send reset instructions.

    Send Reset Instruction

  5. Check your inbox for a Reset your password email from Ventrata.

  6. Press Reset password in the email.

    Reset Password

  7. Enter and confirm your new password.

  8. Then press Continue.

    Reset Your Password

  9. Sign in with your new password.

    Sign in with New Password

  10. If you have set up an authenticator app, enter the code from it as usual.

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    Resetting your own password does not affect your authenticator app. You do not need to set it up again.

Reset Your Authenticator App

If you deleted your authenticator app, changed phones or no longer want to use MFA, ask an admin in your organisation to reset your password. This removes your authenticator app setup. You do not need your phone.

  1. An admin resets your password in the Ventrata Dashboard. This also removes your authenticator app setup.

  2. Open the reset link in the email within 15 minutes.

  3. Set a new password.

  4. What happens next depends on your organisation's MFA setting:

    • MFA enabled - You are asked to set up your authenticator app again, for example on your new phone.

    • MFA not enabled - You are logged in to your Ventrata Dashboard. From now on, sign in with your password, or press Email sign-in code and enter the code sent to your work email. The code is valid for 10 minutes.

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If you reset your password yourself using Forgot your password?, your authenticator app stays set up. Only a reset by an admin removes it.

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If you are an admin user, contact Ventrata Technical Support to reset your password.

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