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Last updated: 2025-09-19


Signing In to SmartOffice Pro


Overview


This topic describes the sign-in experience for first-time SmartOffice users as well as users who have already signed in at least once.


Important: Using a web browser's password-saving feature to save SmartOffice sign-in credentials is not recommended. Saving credentials in this way can leave them vulnerable to certain types of malware and other attacks. For users who need a tool to save their sign-in credentials, using a dedicated password manager is recommended.


Signing In for the First Time


When the SmartOffice administrator creates an account for a user, the user receives a series of e-mail messages containing the sign-in URL, office name, user name and password.


Refer to that information to complete the following steps:


  1. In the welcome e-mail message, click the sign-in hyperlink to access the SmartOffice sign-in page.
  2. (Optional) Add the sign-in page to your browser's favorites for fast access in the future.
  3. Complete the Office, User Name and Password fields using the values that were e-mailed to you.
  4. Under the Password field, if you see two options labeled SmartOffice Pro and SmartOffice Anywhere, select SmartOffice Pro.
  5. (Optional) Select the Remember Me option to have the sign-in page automatically fill in the office name and user name information for future sign-ins. For security reasons, the password is never remembered and must be entered every time you sign in.
  6. Select the Sign In button. If two-step authentication has been enabled for enhanced sign-in security, SmartOffice asks for a verification code.
Image from user_prefs_dialog_verification_signin.png

When you receive your code (via text message, e-mail or mobile app), enter it here. To prevent the verification prompt from appearing at every sign-in, select the Do not prompt OTP again for next \_\_ days option (the number of days you can suppress the prompt will depend on the settings in User Preferences - 2-Step Authentication). Then select the Sign In button.


  1. When the Password Security Question dialog box opens, confirm that the e-mail address is correct, and then select a security question and provide an answer. The security question and answer are used to help you retrieve a forgotten password.
Image from base_dialog_password_security_question.png

You can change the question and answer anytime in User Preferences - Basic Info.


  1. Select the OK button.
  2. When the Change Password dialog box opens, review the instructions.
Image from base_dialog_change_password.png

  1. In the Current Password field, enter the password from the e-mail message.
  2. In the New Password field, enter a new password. Follow the password guidelines and restrictions listed at the top of the dialog box.
  3. In the Confirm New Password field, retype the new password exactly as you entered it in the Type New Password field.
  4. Select the Change button.
  5. If prompted, select your time zone, and then select the OK button.
Image from base_dialog_time_zone_pref.png

You can change your time zone preference anytime in User Preferences - Time Zone. Once this initial sign-in and setup are complete, you will see the SmartOffice home page.


Signing In After the First Time


- If you have saved the SmartOffice sign-in page as a favorite, select that favorite from your browser's favorites menu.

  1. Open your web browser.
  2. Do one of the following:

- Go to the SmartOffice sign-in URL in your welcome e-mail.

  1. When the SmartOffice sign-in page displays, enter your office name, user name and password.
  2. Under the Password field, if you see two options labeled SmartOffice Pro and SmartOffice Anywhere, select SmartOffice Pro.
  3. (Optional) Select the Remember Me option to have the sign-in page automatically fill in the office name and user name information for future sign-ins. For security reasons, the password is never remembered and must be entered every time you sign in.
  4. Select the Sign In button. If two-step authentication has been enabled for enhanced security, SmartOffice asks for a verification code.
Image from user_prefs_dialog_verification_signin.png

When you receive your code (via text message, e-mail or mobile app), enter it here. To prevent the verification prompt from appearing at every sign-in, select the Do not prompt OTP again for next \_\_ days option (the number of days you can suppress the prompt will depend on the settings in User Preferences - 2-Step Authentication). Then select the Sign In button.