ℹ️ Learn how to protect your Digitail account with multiple security features — including two-factor authentication (2FA), IP whitelists with PIN login, and annual password updates — to ensure your clinic’s data stays safe in today’s digital world.
Keeping your account secure is essential to protect sensitive client and patient data, prevent unauthorized access, and maintain trust. With cyber threats becoming increasingly sophisticated, we’ve built tools to help you and your team safeguard your accounts and clinic information.
Best Practice:
Keep your contact information up to date.
Use strong, unique passwords.
Limit access only to the people who need it.
Review and update your security settings regularly.
Highlights of Login & Security Features
1. Two-Factor Authentication (2FA) via Email
2FA adds an extra layer of security by requiring a verification code in addition to your password. This code is only requested when you log in from a new IP address, not on every login.
Make sure that all users have a valid email address on their profile to receive the code. The code is valid for 5 minutes.
When logging in, enter your password first, then the code received via email to complete the process.
📌 Tip: Make sure your email is up to date in your profile to avoid login issues.
By default, 2FA (Two-Factor Authentication) is enabled for all users. You can manage this setting from the Preferences page.
Keep in mind that disabling 2FA applies to the entire clinic and all staff members, not just your own user account.
We highly recommend keeping 2FA enabled to protect your accounts and reduce the risk of unauthorized access.
2. IP Whitelists & PIN Login
Restrict platform access to specific IP addresses — ideal if you want to prevent staff from logging in outside the practice. Administrators can enable the IP Whitelists and PIN logins from Clinic Preferences.
How to Whitelists different IPs
Start by checking whether your IP address is static or dynamic.
Static IP: Remains the same over time — ideal for whitelisting.Dynamic IP: Changes regularly — could block your access if not updated. Contact your internet provider to confirm which type you have.
You can find your current IP here: https://whatismyipaddress.com/
Go to Clinic Preferences and add the allowed IP addresses.
Once IP whitelists are active, users can log in faster with a PIN (instead of their password) when connecting from an approved IP. The PIN is auto-generated and visible in each user’s Profile.
How to generate your PIN
Locate the 'Access PIN' section and click on 'Generate' to see your PIN.
Keep your PIN confidential and never share it.
If your clinic has IP Whitelists enabled and you attempt to log in from an unapproved IP address, you’ll receive an error and won’t be able to access the platform — whether using your PIN or password.
If your IP has changed and you’re locked out, a Clinic Administrator can log in by using a 2FA code sent via email. Once logged in, they can update the Clinic Preferences to add the new IP address to the whitelist or disable the feature.
Disable Whitelists IPs for specific users
You can disable the IP Whitelist for specific users if you want them to be able to log in from their personal devices or from home.
To do this, go to the Team page, scroll down to Options, and check the box Disable IP Whitelist.
3. Annual Password Renewal & Strength Requirements
For ongoing security, the system will require users to:
Change their password every 12 months.
Meet minimum password rules: 8+ characters, at least 1 number, and 1 special character.
You’ll receive a reminder 2 weeks before your password expires.
On your next login after the expiry date, you’ll be prompted to set a new password, if you haven't done so already. You won't be able to navigate to other pages until you update your password.
