How to Log Into the Access Email Using Backup Codes

Our access email (access@localservicespotlight.com) gives team members access to client accounts and tools. It has 2-step verification enabled for security, which means you need more than just the password to sign in.

The primary verification method is connected to my phone. Since I can’t verify every sign-in for every team member, we use Google’s backup codes as an alternative method. This article walks you through exactly how to use them.

What are backup codes

Google Workspace provides 8 one-time backup codes per account. Each code is an 8-digit number that can be used once in place of phone verification. Once a code is used, it shows as “Already Used” in the admin panel and cannot be used again.

Here’s the important part. When the operations team generates a new set of codes, all previous codes expire immediately. That means if you already received codes and we generate new ones, your old codes will stop working and you will need to request fresh codes from operations.

To keep things efficient, when a team member requests codes, we share all 8 codes with them. When the next person asks, we share the remaining unused codes. This continues until all 8 are used up and we need to generate a new set. I set it up this way because generating new codes every time a single person needs access would break everyone else’s codes. By sharing the same set, the whole team can use them until they run out.

How to request backup codes

Email the operations team at operations@localservicespotlight.com and ask for backup codes for the access email.

They will reply with the available codes. Save these codes somewhere secure. Do not share them with anyone outside the team.

Step-by-step sign-in process

Step 1. Go to Google sign-in and enter the access email access@localservicespotlight.com, then click Next.

Step 2. Enter the password that was shared with you during onboarding and click Next.

Step 3. Google will ask you to verify with 2-step verification. The default method will try to send a notification to my phone. Since you don’t have access to that, click “Try another way” at the bottom right.

Step 4. From the list of verification options, select “Enter one of your 8-digit backup codes.”

Step 5. Enter one of the backup codes you received from the operations team and click Next.

Step 6. You’re now signed in. Remember that the code you just used is now marked as “Already Used” and cannot be used again.

How the backup code system works

Google gives us 8 codes at a time. We share the full set with the first team member who asks. When the next person requests codes, we share the remaining unused ones. This cycle continues until all codes are used up.

When we need to generate new codes, every previous code expires instantly, even if someone still had unused codes from the old set. If that happens to you, just email operations@localservicespotlight.com again and they will send you the new codes.

Things to keep in mind

Each backup code works only once. After you use it, it’s gone.

If your codes stop working, it means a new set was generated. Email operations for the updated codes.

Never share backup codes outside the team.

If you’re the last person to use a code and all 8 are now used up, let the operations team know so they can generate a new set.

Always keep your codes in a secure place. Do not save them in public documents or shared chats where people outside the team can see them.