Capsule CRM 2FA: how to set up an authenticator app

Capsule is a CRM that small teams use for contacts, sales pipelines and projects. Two-factor authentication (2FA) in Capsule means a code from an authenticator app on your phone, and the help pages don't describe any backup codes. Your fallbacks are a backup phone number and your account's administrators (Capsule). Set those up before you need them.

2FA is optional for each user unless your Super Administrator makes it required for the whole account. This guide uses Authenticator App - Novaz on iPhone, but any authenticator app works the same way.

How we checked this guide: the Capsule steps come from Capsule's own support pages and blog, linked below, which we read on October 21, 2026. We haven't tested them on a Capsule account, so a label may differ slightly. The Novaz steps are checked against the app, version 1.0.5.

If you sign in through Google Workspace or QuickBooks single sign-on, that system's security protects your sign-in instead (Capsule). This guide is for a Capsule username and password.

Turn on 2FA with an authenticator app

Capsule's help lists Google Authenticator, Microsoft Authenticator and Authy as supported apps (Capsule). It doesn't say other apps are blocked. The steps:

1. Sign in to your Capsule account and click your name in the top menu bar.
2. Choose My Preferences, then Password and Security.
3. Scroll down to the Two-factor authentication section and click Enable Now.
4. Capsule then shows its own setup screens. Its help doesn't describe them, so follow what's on the screen. If you see a QR code, open Novaz, tap +, then Scan QR code, and point the camera at it. If the code is on the same iPhone, take a screenshot and use Choose a photo (how to scan a QR code on the same iPhone).
5. If Capsule gives you a text key instead, tap +, then Enter key manually in Novaz. Fill in Service (for example, Capsule), Account if you like, and paste the key into Setup key. See What is a 2FA setup key?
6. Type the code Novaz shows wherever Capsule asks for it to finish.

Capsule's help doesn't say what the key is called or how its codes are set up, so scan the QR code if you can. It carries the code settings to the app; a typed key always gets 6 digits every 30 seconds in Novaz.

Add a backup phone number right away

Capsule's help mentions no backup codes. Its own backup option is a phone number. To add one, go to My Preferences > Password & Security, and in the Two Factor Authentication section click Add Now (Capsule).

This matters even with Novaz. Its iCloud backup or a backup file lets you restore your accounts on a new iPhone, but if the phone is lost without one, the backup number or an administrator is your way back in.

When your company makes 2FA required

A Super Administrator can turn on Required two factor authentication under Account Settings > Users and Teams. Anyone without 2FA is signed out at once, loses unsaved work, and has to set up 2FA at the next sign-in before they can get back in (Capsule). If you get that prompt, the steps above still apply.

Administrators can see who has 2FA on in the Users list of the account settings (Capsule).

When Capsule asks for a code

Capsule asks for the code when you sign in. Its help mentions an option, written there as "Don't again ask for 30 days", that skips the prompt on that browser for a month (Capsule). The label on screen may read a little differently.

If Capsule rejects your code

Capsule's help doesn't cover rejected codes. The usual cause is the phone's clock. On iPhone, go to Settings > General > Date & Time and turn on Set Automatically. Novaz also warns you when the clock is 15 seconds or more off. Other causes are in Authenticator code not working?

If you lose your authenticator

Capsule describes three ways back in (Capsule):

• You're still signed in on a trusted browser. If you chose the 30-day option and can still get in, go to My Preferences > Password and Security and disable 2FA yourself.
• Your backup phone number. Start signing in as usual. On the code screen, click Having trouble logging in via two-factor authentication?. Capsule emails you instructions for sending a code to your backup phone. Enter that code and Capsule turns off 2FA on your login.
• An administrator. Another admin on your Capsule account opens your user page and uses the Disable two-factor authentication action on your user record.

Capsule doesn't describe a support-led reset for 2FA, and doesn't say how long any of this takes. For general sign-in trouble, its help points to support@capsulecrm.com. After you get back in, set up 2FA again with your new phone. More in Lost the phone with your authenticator app?

Changing phones

Capsule doesn't document a way to move 2FA to a new phone. While you can still sign in, turn 2FA off in Password and Security and set it up again on the new phone. If Novaz is backed up with iCloud backup or a backup file, you can restore it on the new iPhone instead. Either way, keep the old phone until the new one works. See How to transfer your authenticator app to a new iPhone.

Turning 2FA off

Go to My Preferences > Password and Security and disable two-factor authentication there. Then remove the Capsule entry from Novaz: open it and tap Remove account. If your Super Administrator has made 2FA required, you need it to keep using the account.

Official Capsule help

• User Guide to Getting Started
• Account Responsibilities and Super Administrator
• Security and Data Protection
• Security & Permissions
• Introducing two-factor authentication