Executive Summary (TL;DR) This article explains how to set up and use Two-Factor Authentication (2FA) in Redtail Webmail to strengthen account security and reduce unauthorized access. It covers: - Why 2FA matters to you and your team - Step-by-step instructions for using Classic and Modern Webmail views - Guidance to protect sensitive email data while maintaining secure access across devices and applications

 

 

What Does This Article Help Solve?

Common Real-Life Questions Users Ask About Two-Factor Authentication

"How do I secure my Redtail Webmail account beyond just using a password?"

"What steps do I follow to enable Two-Factor Authentication in Classic or Modern Webmail?"

"How do I access my email if I lose my phone or unable to receive a verification code?"

"Why does Redtail CRM require an application passcode instead of my mailbox password?"

"What’s the difference between authentication apps, recovery emails, and one-time codes?"

 

 

Article Quick Links

Why Two-Factor Authentication Is Important for Redtail Webmail
What Two-Factor Authentication Solves
How Two-Factor Authentication Works in Redtail Webmail

Classic View

Set Up Two-Factor Authentication
Using an Authentication App
Using a Recovery Email
One-Time Codes
Application Passcodes
Generate an Application Passcode

Modern View

Switch to Modern Web Client
Set up Two-Factor Authentication
Using a Third-party Authentication App
Using a Recovery Email
One-Time Codes
Application Passcodes
Generate an Application Passcode

  

 

Why Two-Factor Authentication Is Important for Redtail Webmail

• Protects sensitive email data even when passwords are stolen or compromised.
  
  
• Reduces the risk of unauthorized access across browsers, devices, and applications.
  
  
• Introduces a second verification step using an authentication app or recovery email.
  
  
• Aligns with modern security expectations for professional and financial communications.
  
  
• Provides backup access through one-time codes when a primary device is unavailable.

 

  

What Two-Factor Authentication Solves

Passwords alone no longer provide sufficient protection against phishing, credential theft, and unauthorized access. Two-Factor Authentication (2FA) addresses this risk by requiring a second form of verification such as a one-time code from an authentication app or a recovery email before access is granted.

 

With 2FA enabled access to Redtail Webmail requires something you know (your password) and something you have (a temporary verification code). This significantly reduces the likelihood of account compromise, even if login credentials are exposed.

 

 

How Two-Factor Authentication Works in Redtail Webmail

Redtail Webmail offers two interfaces — Classic View and Modern View, each with its own setup flow for Two-Factor Authentication. The configuration steps differ slightly depending on the interface in use.

 

• Follow the Classic View instructions if your Webmail displays a blue header or theme.

• Follow the Modern View instructions if your Webmail displays a red and white theme.

 

Classic View

To set up Two-Factor authentication in Classic View, sign in to Redtail Webmail, and complete the steps below:

Set Up Two-Factor Authentication

1. Select the Preferences tab at the top of your screen.
   
   
2. In the left sidebar menu, select Accounts. 
   
   
3. Under Primary Account Settings, review the available authentication methods:

• • An authentication app on your smartphone
    
    
  • Your recovery email address

You may configure one or both methods and designate a primary authentication option.

Note: In Classic View, a recovery email must be configured before enabling email-based 2FA. Refer (Redtail) Webmail: Password Recovery Account Setup for more information.

4. Select Setup two-factor authentication for your preferred method.

 

 

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Using an Authentication App (Click to Expand)

1. Select Begin Setup in the dialog box.

 

2. Enter your Redtail Webmail account password and select Next. 

 

3. Download and install an authentication app of your choice on your smartphone. A list of Recommended Apps is provided, select Next after installation.
   
   

 

 

• • Recommended options include:
    
    
    • Google Authenticator (iOS) (Android)

• • • Microsoft Authenticator (iOS) (Android)

• • • Authy (iOS) (Android)

• • • Authenticator.cc (Browser Extension) visit URL
      
      

4. Enter the provided key to connect your Redtail Webmail account, then click Next.

 

4. Enter the 6-digit verification code generated by the authentication app, then click Next.
   
   

  

 

6. A confirmation dialog box displays a Success! message indicating that Two-Factor Authentication is enabled. Select Finish to exit.
    

 

After setup, verification codes are required when signing in from a new browser, device, or application.

 

 

Using a Recovery Email (Click to Expand)

1. Select Begin Setup in the dialog box.
   
   

 

2. Confirm the recovery email address and select Next.

  

 

 

3. Enter your Redtail Webmail account password and select Next.
   
   

 

4. Enter the alpha-numeric verification code sent to the recovery email address and select Next.

 

 

5. A Success! message confirms that Two-Factor Authentication is enabled. Select Finish to exit.

 

 

 

Once you setup your 2FA, the additional options appear under Primary Account Settings.

One-Time Codes

One-Time codes are pre-generated backup codes that provide account access when a primary authentication method is unavailable, such as when a phone is lost or out of battery.

• Select View to display available one-time codes

• Download, print or securely store the codes for future use

 

 

Application Passcodes

Application passcodes support access from applications and services that do not support Two-Factor Authentication.

Application passcodes are required for:

• IMAP, POP, or ActiveSync connections within offline mail clients or mobile devices

• Single Sign-On access from Redtail CRM

• Sending email from Redtail CRM's internal email client

Each passcode is:

• Randomly generated

• Labeled for easy identification

• Automatically revoked when the mailbox password changes
  
  

A separate passcode is required for each device or application.

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Generate an Application Passcode

1. Select Add Application Code.
   
   
2. Enter a descriptive name for the application (for example, Redtail CRM).

 

3. Copy the generated passcode and select Close.

 

 

Replace the mailbox password with the application passcode in the external application or device.

Note: For Redtail CRM Broadcast Emails, enter the application passcode as the SMTP password. Refer to the Set up Your SMTP Settings section of (Redtail) How do I send Broadcast Emails from within Redtail CRM for SMTP configuration details.
 

To revoke access, select the application and choose Revoke Code.

 

 

 

Modern View

Most users continue to use the Classic Web App due to functionality differences between the two interfaces. However, the Modern Web Client remains available.
 

Switch to Modern Web Client

1. Select the dropdown arrow next to your name in the upper right-hand corner.
   
   
2. Select Modern Web Client.

 

 

 

Set up Two-Factor Authentication

 

1. Select the gear icon in the upper-right corner and choose Settings.
   
   
2. In the left sidebar, select Accounts, then expand the settings for the desired account.
   
   
3. Under Two-factor authentication, choose one or both authentication methods, as well as designate a primary method.

• • A third-party authentication app
    
    
  • A recovery email address

Note: A recovery email must be configured to enable email-based 2FA. Refer (Redtail) Webmail 9.0: Password Recovery Account Setup

4. Select Set up this method for the preferred method of authentication.

 

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Using a Third-party Authentication App (Click to Expand)

1. Enter your Redtail Webmail account password and select Next.

 

2. Download and install an authentication app. A list of Recommended Apps is provided, select Next after installation.

 

 

3. Use the provided key or QR code to connect the account, then select Next. 

 

 

4. Enter the 6-digit verification code generated by the authentication app and select Next.
   
   

 

 

 

5. A Success! message confirms that Two-Factor Authentication is enabled. Select Finish to exit.

 

 

 

Using a Recovery Email (Click to Expand)

1. Confirm the recovery address and select Next.

 

 

 

2. Enter your Redtail Webmail account password and select Next.
   
   

 

 

3. Enter the alpha-numeric code sent to the recovery address and select Next.
   
   

 

 

4. A Success! message confirms setup. Select Finish.

 

 

One-Time Codes

One-Time Codes provide backup access when standard authentication methods are unavailable.

• Select the 10 unused codes link to view available codes

• Store the codes securely for emergency access

 

 

Application Passcodes

Application passcodes allow access for services that do not support Two-Factor Authentication.

These passcodes support:

• IMAP, POP, and ActiveSync connections within offline mail clients or mobile devices

• Redtail CRM Single Sign-On access

• Sending internal email from Redtail CRM

 

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Generate an Application Passcode

1. Select +Add a passcode
   
   
2. Enter a clear label to identify the application, such as Redtail CRM
   
   
3. Copy the generated application passcode and select Done.

 

Replace the mailbox password with the generated passcode in the external application. 

Note: For Broadcast Emails in Redtail CRM, enter the application passcode as the SMTP password. Refer to the Set up Your SMTP Settings section of (Redtail) How do I send Broadcast Emails from within Redtail CRM for SMTP setup guidance. 

Application passcodes appear under the application list and may be removed at any time; select X next to the entry.

 

 

In Summary Strengthen email security by requiring a second verification step at sign-in. Choose between authentication apps, recovery email verification, or both. Use one-time codes for emergency access when primary methods are unavailable. Create application passcodes for secure access from CRM tools and email clients. Manage and revoke passcodes to maintain ongoing account security.