CMIT Solutions wants business owners and employees to know what to do when an unexpected multi factor authentication (MFA) request shows up on their phone.
You’re working through emails when your phone asks you to approve a login to your Microsoft 365 account.
You weren’t trying to sign in, so you hit Deny.
A few minutes later, another request comes through.
Maybe you assume something is wrong with your phone or an application you use at work. But there’s another possibility. Someone may have gotten hold of your password and could be trying to access your account.
It’s worth taking seriously, even if you’ve never had a problem with your account before.
Why Am I Getting MFA Requests When I’m Not Logging In?
Most businesses use multi factor authentication to add another layer of security to employee accounts.
You enter your password, and then you’re asked to verify that it’s really you. Depending on the system, that might mean entering a code, using an authentication app, or approving a notification on your phone.
It’s a fairly simple process, and most employees are used to it.
But an MFA request you didn’t initiate is different.
It could mean someone has your username and password and is attempting to sign in.
Passwords can be stolen through phishing emails, data breaches, malicious software, or even by using the same password for several different accounts.
If a cybercriminal has the correct login credentials, they may get as far as the MFA approval screen.
They still need that second verification step to get in.
And sometimes, they try to get the account owner to approve it for them.
What Is an MFA Fatigue Attack?
An MFA fatigue attack happens when someone repeatedly attempts to sign in to an account, causing authentication notifications to appear on the account owner’s phone.
The attacker is hoping the person will eventually approve one.
Think about how many notifications employees receive throughout a normal workday.
Emails, text messages, calendar reminders, Teams notifications, and updates from various applications.
Now imagine someone keeps sending login approval requests on top of everything else.
The employee denies the first one. Maybe they deny the second one, too.
But after several requests, they might start wondering whether something isn’t working correctly.
They may even approve one because they’re tired of dealing with it.
That’s exactly what the attacker wants.
In some cases, cybercriminals will contact the employee directly and pretend to be from IT support. They might claim there’s a problem with the company’s authentication system and ask the employee to approve a request to resolve it.
If the employee follows those instructions, the attacker may gain access to the account.
What Should You Do If You Receive an Unexpected MFA Request?
If an authentication request appears on your phone and you weren’t trying to log in, the first thing to do is deny it.
Don’t approve the request to make the notification go away.
After that, change your account password using the official website or application. Make sure the new password is strong and isn’t being used for any other accounts.
You should also contact your IT provider.
Even if you denied the request, it’s important to have someone review what happened. Your IT provider can check recent login attempts, look for unfamiliar devices, and determine whether someone has already accessed the account.
If the request involves your business email, they may also want to check for suspicious forwarding rules, unexpected messages, or changes to account settings.
And if someone calls or emails asking you to share an authentication code, don’t give it to them.
That includes anyone claiming to be from Microsoft, your email provider, or your company’s IT department.
One other thing worth mentioning: if your company has multiple employees using MFA, make sure everyone understands these steps.
You don’t want the first time someone hears about an MFA fatigue attack to be when they’re already dealing with one.
Is Multifactor Authentication Enough to Keep Business Accounts Safe?
MFA is one of the better ways to protect business accounts, but how it’s set up makes a difference.
Some authentication systems simply ask users to tap Approve or Deny.
Others use number matching, where the employee must enter or select a number displayed on the login screen.
There are also phishing-resistant authentication methods, such as passkeys and hardware security keys, that provide stronger protection against certain types of account takeover attempts.
The right approach depends on the applications your business uses and how employees access them.
It’s also important to consider what happens when someone repeatedly tries to sign in to an account.
Would your business know if an employee’s password had been stolen?
Are suspicious login attempts being monitored?
Do employees have access to more company information than they actually need for their jobs?
These are questions that often come up when businesses review their cybersecurity practices.
And they’re worth answering before there’s a problem.
Would Your Employees Know What to Do?
Most employees aren’t thinking about cyberattacks while they’re working.
They’re answering customer questions, processing invoices, scheduling appointments, or trying to finish a project before the end of the day.
If a strange notification appears on their phone, they may not immediately recognize it as a security concern.
That’s why employee cybersecurity awareness is so important.
You don’t need everyone in the office to understand the technical details of how an MFA fatigue attack works.
But they should know that an unexpected login request could mean someone is trying to access their account.
They should also know who to contact and what to do next.
A short conversation about this during a staff meeting could be worthwhile, especially if your business relies on Microsoft 365, cloud applications, or other systems that use MFA.
It’s a relatively simple topic to cover, and it could help prevent a much larger issue.
How CMIT Solutions Helps Businesses Improve Account Security
CMIT Solutions works with small and midsize businesses that need help keeping their technology secure and running properly.
Account protection is an important part of that work.
Businesses often have employees accessing email, shared files, accounting software, and other applications from different devices and locations.
Keeping track of who has access to what, and making sure those accounts are properly protected, isn’t always straightforward.
CMIT Solutions helps businesses review their authentication settings, manage employee access, monitor for suspicious activity, and identify potential security weaknesses.
That may involve making changes to existing MFA settings, reviewing account permissions, or helping employees understand how to recognize suspicious login activity.
For businesses without a dedicated internal IT department, having a managed IT services provider available to investigate these issues can make a difference.
The goal is to make account security easier to manage while reducing the risk of unauthorized access.
When Was the Last Time You Reviewed Your Company’s MFA Settings?
If your business has been using the same authentication settings for several years, it may be time to take another look.
Security options change, employees come and go, and the applications businesses depend on don’t always stay the same.
It’s also worth asking a few employees what they would do if an unexpected MFA request appeared on their phones.
Their answers might tell you whether additional training is needed.
An unexpected login notification doesn’t necessarily mean someone has accessed your account. But it could be an early warning that your password has been compromised.
And it’s much better to investigate that warning than to find out later that someone gained access to company information.
CMIT Solutions helps businesses strengthen account security, manage multi factor authentication, and address cybersecurity concerns before they become larger problems.
If you’re unsure whether your current MFA settings are providing the protection your business needs, contact CMIT Solutions to discuss your options.
#CMITSolutions #MultifactorAuthentication #MFAFatigue #IdentitySecurity #SmallBusinessCybersecurity #ManagedITServices #CybersecurityAwareness
