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Help · Settings
Signing in and choosing an account
Gearflow has no passwords. You sign in with a 6-digit code sent to your email or phone, with the sign-in link in the same message, or with Microsoft if your company set it up. A person in more than one organization picks the account to work in.
You sign in to Gearflow with a one-time code. There is no password to set, forget or
reset. This page covers the sign-in screen, the sign-in link, Microsoft sign-in, the
phone-first screen a text link opens, and how a person in more than one organization
chooses and switches accounts.
#Sign in with a code
- Go to the sign-in page. It asks for Email or phone number.
- Type your email address or your phone number, then click Send verification code.
- Gearflow sends a 6-digit code to that address or number.
- Type the code into the box and click Verify code.
How it behaves:
- An entry with an
@ counts as an email. Anything else counts as a phone number.
- The code works for one hour. After that, the page says "Your code expired" and asks for
your email or phone again.
- A wrong or old code shows "Invalid or expired code".
- Back returns to the first step.
- The page looks the same for an address that has no Gearflow user. It does not tell
anyone which emails or numbers are registered.
- You can leave the page to read the code in your email or text app. When you come back,
the page still shows the code step.
If you were on your way to a page when sign-in stopped you, Gearflow takes you to that page
after you sign in.
#The sign-in link
The message with your code also carries a link. The email is titled "Gearflow sign-in
code". The text reads "Your Gearflow verification code is: … Or tap to sign in: …".
- Tap the link instead of typing the code. Both sign you in.
- The link works for one hour from when it was sent, and you can use it more than once in
that hour.
- After the hour, a link that named a page sends you to sign in with the message "That
sign-in link has expired — sign in and we'll take you there." After you sign in, you land
on that page.
- An expired link that named no page shows "Sign-in link invalid" with Back to sign in.
- If you are already signed in, an old link takes you straight to its page.
#How long you stay signed in
A sign-in lasts 60 days on that browser or app.
- If you are not an admin in any account, each day you use Gearflow starts the 60 days
again. A person who uses it every week stays signed in.
- An admin signs in again 60 days after the last sign-in.
- A Microsoft sign-in is checked with Microsoft again after 24 hours.
- Sign out ends the sign-in on that browser. It is in the menu under your photo, top
right, and on your Profile.
- When an admin deactivates you, every sign-in you have ends on its next page load.
#Sign in with Microsoft
Shows only when Gearflow has Microsoft sign-in set up. Then the sign-in page shows
Sign in with Microsoft under the code form, for everyone.
If your company has connected Microsoft and you type an email on your company's domain,
the page changes before it sends a code:
- The subtitle reads Your company signs in with Microsoft.
- Continue with Microsoft opens Microsoft's sign-in with your email filled in.
- Email me a code instead sends the normal code. This button is missing when your
company signs in with Microsoft only.
When your company signs in with Microsoft only:
- People on the company's domains get no email code, no text code and no sign-in link.
They sign in with Microsoft.
- A sign-in link sent before the change does not work. It sends you to sign in with the
message "Your company signs in with Microsoft. Sign in with Microsoft."
- When you type a phone number, the code step shows "Does your company sign in with
Microsoft? It sends no text codes." with a Sign in with Microsoft link.
#Stay signed in on this phone
Each app on a phone keeps its own sign-in. A person signed in on the home-screen app can be
signed out in the browser that a text link opens. For that case, a browser that just
followed a link from a Gearflow text shows a phone-first screen:
- The title reads Stay signed in on this phone: "Enter your phone number. We'll text
you a code."
- Type your number and tap Text me a code.
- Type the code. The hint reads "Type the code here, and this phone stays signed in."
Use email instead returns to the normal Email or phone number form.
#Choose an account
Most people belong to one organization, and sign-in takes them straight in. A person who
belongs to more than one organization sees Choose an account after sign-in: "You belong
to more than one organization. Pick the one to work in."
- The picker opens at once, with the cursor in its search box. Type to filter, use the
arrow keys and press Enter, or click a row.
- Each row shows the account's logo or initials, its name and your role in it.
- Your own account sorts first and carries a Primary badge.
- The account you picked last on this browser is the one the picker offers first.
- A link that already names its account, such as a ticket link in a text, skips this
screen.
#Switch accounts
You can switch accounts at any time. The switch controls show only when you belong to more
than one organization. With one account, the same place shows the account name and is not
a button.
| Where |
How |
| Desktop |
Click the account name at the top left. A searchable list opens. Your current account has a check mark. Pick another account. |
| Phone |
Tap More in the bottom bar. The account name at the top of the sheet has a down arrow. Tap it to open Switch account, then tap an account. The account you are in reads Current. |
A switch opens the new account's Equipment list.
#Sign-in settings (admins)
Settings → Sign-in is where an admin connects Microsoft sign-in for the company. The
row shows only when Gearflow has Microsoft sign-in set up, and the page opens only for an
admin.
What an admin can do there:
- Email domains. Type your company's email domains (for example
acme.com, acme.co.uk) and click Save domains. Personal domains such as public webmail are
refused. Each saved domain shows how many members of your account use it, with a
warning when none do. A line counts the people on no listed domain: they keep signing in
with an email or text code.
- Connect Microsoft. Gives a link to send to the person who runs Microsoft 365 at your
company. They open it and approve Gearflow for your company. The link works for 14 days.
Until then the status reads Waiting for IT consent. After consent it reads
Connected, and the button becomes Get a new consent link. Once connected, a
domain must be verified in your Microsoft directory before you can add it.
- Turn off / Turn on. Turn off stops Microsoft sign-in, and your people sign in
with an email or text code. The status reads Turned off. Turn on brings it back.
- Microsoft only. Shows once the connection is Connected. Gearflow turns it on
for your account on request: then people on your domains sign in with Microsoft only,
and people on other emails keep their codes. An admin can click Turn codes back on
to undo it.
For how Gearflow protects sign-in, see Security.