Google Authenticator Team Sharing: Complete Setup Guide (2025)
Google Authenticator is the most popular 2FA app in the world, with over 100 million downloads on the Google Play Store alone. It's simple, reliable, and recommended by countless services for securing your accounts.
But here's the challenge: Google Authenticator was designed for individual use, not teams.
When your marketing team needs access to the company Twitter account, or your DevOps engineers need shared access to AWS, or your support team needs to log into customer service platforms - suddenly that simple authenticator app becomes a coordination nightmare.
The most common question we hear: "Can multiple people use the same Google Authenticator code?" The short answer is: sort of, but there are serious limitations.
In this comprehensive guide, we'll cover everything you need to know about sharing Google Authenticator codes with your team: the technical details, the "right" ways to do it (with significant caveats), the problems you'll encounter, and better alternatives like Authn8 that are purpose-built for team 2FA management.
Can Multiple People Use the Same Google Authenticator Code?
The Technical Answer: Yes
When you set up 2FA on an account, the service generates a secret key (usually presented as a QR code). This secret key is what Google Authenticator uses to generate codes.
The key insight: That secret key can be scanned or entered on multiple devices. Each device will independently generate the same 6-digit codes because they all share the same secret.
So yes, multiple people can have the same Google Authenticator code on their individual phones.
How People Try to Share Google Authenticator Codes
Method 1: Everyone Scans the Same QR Code
- During 2FA setup, gather all team members (in person or video call)
- Show the QR code on screen
- Everyone scans it with their Google Authenticator
- Now everyone has the code on their own phone
The problem: This only works during initial setup. What about people who join the team later?
Method 2: Share the Secret Key Text
- Find the text version of the secret key (usually shown below the QR code)
- Share this text string with team members (via secure channel... somehow)
- Each person manually enters it into Google Authenticator
The problem: Now you have a secret key floating around in emails, Slack messages, or documents. Anyone who sees it gets permanent access.
Method 3: Screenshot and Share
- Take a screenshot of the QR code
- Share via Slack, email, or shared drive
- Team members scan the screenshot
DANGER: This is the most common method and also the most dangerous. Screenshots are permanent, untrackable, and easily leaked.
Why These Methods Are Problematic
Problem 1: No Way to Revoke Individual Access
Once someone scans the QR code or enters the secret key, they have the code forever on their device. If they leave your company:
- You can't remove just their access
- Your only option: Reset 2FA entirely (which affects everyone)
- Most teams just... do nothing (and hope former employees don't misuse access)
Real example: A company had to reset 2FA on 23 shared accounts when a disgruntled employee was fired, requiring coordination with all team members and consuming an entire afternoon.
Problem 2: No Audit Trail
You have zero visibility into:
- Who actually accessed the code
- When they accessed it
- Which team member logged into which account
- Any unusual access patterns
Compliance issue: Try explaining to a SOC2 auditor that you can't prove who accessed your production systems. It doesn't go well.
Problem 3: Security Risks
The shared secret key becomes a permanent vulnerability:
- If QR code screenshot is shared, anyone who sees it gets access
- No expiration on shared codes
- Former employees retain access indefinitely
- Compromised devices give attackers access to all codes
- No notification if the secret is compromised
Problem 4: Difficult Onboarding
When someone new joins the team:
- They need access to the original QR code or secret key
- This requires keeping screenshots around (insecure) indefinitely
- Or asking existing team members to share (inconvenient and risky)
- Often involves Slack messages with sensitive data
Real example: A new developer spent 3 hours tracking down access to 12 different 2FA codes scattered across Slack threads, email chains, and a shared Google Drive folder with inconsistent naming.
The "Right" Ways to Share Google Authenticator for Teams
If you're committed to using Google Authenticator despite the limitations, here are the approaches ranked from worst to best:
Method 1: Don't Share (Create Individual Accounts)
What it is: Each person gets their own separate account for the service, each with their own 2FA.
How it works:
- Request separate user accounts from the service provider
- Each team member sets up their own Google Authenticator
- Use the platform's built-in permission management
Pros:
- Best security practice
- Individual accountability - platform tracks who did what
- Easy to revoke access - just disable the user account
- No shared secrets
- Compliance-friendly
Cons:
- Not always possible - some services limit accounts
- Can be expensive - per-user pricing adds up ($20-100/month per person)
- More accounts to manage
- Doesn't help when services require shared admin access
Best for: When the service supports it and budget allows. This should always be your first choice.
Method 2: Use Google Authenticator + Secure Documentation
What it is: Share the code across team, but properly document and secure it.
How it works:
- During initial setup, have all current team members present (video call works)
- Everyone scans the QR code with their Google Authenticator
- Store the secret key in an encrypted vault (like 1Password or Bitwarden)
- Document who has access in a secure spreadsheet
- For new team members, give them access to the stored secret key
Pros:
- Free - no additional tools needed
- Simple for existing team members
- Works with Google Authenticator everyone knows
- Better than nothing - at least there's documentation
Cons:
- Still no audit trail of actual usage
- Can't revoke individual access without resetting
- Manual documentation can become outdated
- Secret key stored somewhere is still a vulnerability
- Doesn't scale well beyond 5-10 people
Best for: Very small teams (2-3 people) with low turnover and minimal security requirements.
Method 3: Use Password Manager TOTP Instead
What it is: Don't actually use Google Authenticator for shared codes - use your password manager's TOTP feature instead.
How it works:
- Use a business password manager (1Password, Bitwarden, etc.)
- Store the TOTP secret in shared vaults instead of Google Authenticator
- Team members access codes via the password manager
- Use Google Authenticator only for personal accounts
Pros:
- Centralized management in one tool
- Can revoke access by removing from vault
- Better than basic Google Authenticator sharing
- Audit logs on business plans
- Access control per vault
Cons:
- Requires paid password manager ($3-12/user/month)
- 2FA is secondary feature of password managers
- Not as smooth as dedicated 2FA tool
- Single point of failure - password manager has both passwords AND 2FA
Best for: Teams already using a business password manager
Method 4: Use Purpose-Built Team 2FA Tool (Authn8) Recommended
What it is: Stop trying to force Google Authenticator to work for teams and use a platform designed for this exact use case.
How it works:
- Set up Authn8 account for your organization
- Add team members with appropriate permission levels
- Import or set up 2FA codes in Authn8
- Team members access codes via Authn8 web or mobile apps
- All access is logged and auditable
Pros:
- Purpose-built for teams - designed specifically for shared 2FA
- Complete audit logs - see exactly who accessed what and when
- Granular access control - assign specific codes to specific people
- Instant revocation - remove access in seconds
- Multi-platform - web, iOS, Android
- Compliance-ready - SOC2, GDPR, HIPAA support
- No shared secrets - individual user accounts
- Professional features - everything teams actually need
Cons:
- Additional tool (though this is the point)
Best for: Teams of 5+ people, or any team with compliance/security requirements
Learn more: Visit Authn8 Pricing (Free plan for up to 3 users)
Comparison: Google Authenticator Sharing Methods
| Method | Security | Audit Trail | Revoke Access | Ease of Use | Cost | Best For |
|---|---|---|---|---|---|---|
| Individual Accounts | Platform logs | Easy | $$$ | When available | ||
| GA + Documentation | None | Very Hard | Free | 2-3 person teams | ||
| Password Manager TOTP | Limited | Easy | $$ | Existing PM users | ||
| Authn8 (Team Tool) | Complete | Instant | $$ | Teams 5+, compliance | ||
| Screenshot Sharing | None | Impossible | Free | Never recommended |
How Authn8 Improves on Google Authenticator for Teams
Feature 1: Centralized Management
With Google Authenticator: Codes scattered across dozens of phones. No idea who has what. No central control.
With Authn8: All 2FA codes in one secure vault. Organize by category, client, or department. See all codes at a glance. Assign to different team members as needed. Change permissions without resetting 2FA.
Feature 2: Complete Audit Logs
With Google Authenticator: Zero visibility into who accessed what.
With Authn8: Every code access is logged with who (team member name), what (which account), when (timestamp), and where (device/location). Export logs for compliance audits. Real-time activity monitoring.
Feature 3: Secure by Design
With Google Authenticator screenshot sharing: Secret keys in screenshots, Slack messages, emails.
With Authn8: Codes never leave secure environment. No screenshots needed. Individual user accountability. End-to-end encryption. No shared secrets floating around.
Feature 4: Easy Onboarding/Offboarding
With Google Authenticator:
- Onboarding: Hunt down screenshots, coordinate with existing team, 2-3 hours
- Offboarding: Either do nothing (risky) or reset all 2FA (3-4 hours)
With Authn8:
- Onboarding: Add to team, assign codes, 2 minutes
- Offboarding: Click deactivate, 10 seconds
Feature 5: Multi-Platform with Sync
With Google Authenticator: Tied to your phone. Recent update added cloud sync, but only for individual accounts.
With Authn8: Web app for desktop work. Native iOS app for iPhone/iPad. Native Android app for phones/tablets. Automatic sync across all devices. Works offline (generates codes locally).
Ready to Move Beyond Google Authenticator Screenshots?
Authn8 provides secure team 2FA management with audit logs, access control, and multi-platform support. Free for up to 3 users.
Get Started Free (Up to 3 Users)Common Questions About Google Authenticator Team Sharing (FAQ)
Can Google Authenticator be shared between users?
Technically yes - multiple people can scan the same QR code and generate identical codes. However, this is not recommended for teams due to serious limitations: no audit trail, no way to revoke individual access, and security risks from sharing secret keys. Purpose-built team tools like Authn8 solve these problems.
What's the difference between Google Authenticator and Authn8?
Google Authenticator is designed for individuals with no team features - no audit logs, no access control, no team management. Authn8 is purpose-built for teams with complete audit logs, granular access control, easy revocation, multi-user management, and compliance support. It's the difference between a personal tool and a business platform.
Is it safe to share Google Authenticator codes via screenshot?
No! Screenshots are permanent, easily leaked, and completely untrackable. Once a QR code screenshot exists, you can never be sure who has seen it, where it's stored, or when it will surface. If you must temporarily share during setup, use encrypted messaging with disappearing messages, never permanent screenshots.
Can I export codes from Google Authenticator?
Google Authenticator recently added an export feature for transferring codes between your own devices. However, this isn't designed for team sharing and doesn't solve team management problems. For teams, dedicated tools like Authn8 are more appropriate.
Can I use both Google Authenticator and Authn8?
Yes! Many people use Google Authenticator for personal accounts (personal email, personal banking) and Authn8 for work accounts. This separation is actually a good security practice - it keeps personal and professional authentication separate.
Conclusion
Google Authenticator is the world's most popular 2FA app for good reason - it's simple, free, and reliable for individuals.
For teams, however, it's a square peg in a round hole. While you can technically make it work through workarounds (scanning same codes, sharing secret keys), these approaches create significant problems: no audit trails, inability to revoke individual access, security risks from shared secrets, and compliance failures.
The bottom line: If you're a team of 2-3 people with minimal security requirements and zero compliance needs, you can carefully share Google Authenticator codes with proper documentation. But you'll outgrow this approach quickly.
For teams of 5+ people, organizations with compliance requirements, or businesses that value security and professionalism, purpose-built team 2FA tools make far more sense.
The time, security, and compliance benefits typically justify the cost within the first month.
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Perfect for teams who want to do 2FA properly. Free for up to 3 users, no credit card required.
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