Passwordless authentication best practices for a smooth rollout

Passwords don’t cut it anymore

There’s no way to sugar coat it—passwords weren’t built for the modern world. They slow people down, frustrate IT, and open the door to security risks. And if you’ve ever had to reset one mid-meeting, you already know the headache.

For businesses, passwords are more than annoying, they’re a liability.

Meet passwordless authentication

Say goodbye to old, reused passwords and hello to a smarter, more secure way to log in.

Passwordless authentication is a modern approach to verifying identity that doesn’t require a traditional password.

Instead of typing in a password, users can log in using methods like:

• Biometrics (like fingerprints or face ID)

• Security keys (hardware tokens like YubiKeys)

• Trusted authenticator apps (like Duo Mobile, Google or Microsoft Authenticator)

Reasons to go passwordless

Passwordless authentication does more than eliminate passwords. It helps organizations improve security, enhance user experience, and reduce operational costs while meeting modern authentication standards.

By replacing passwords with phishing resistant methods like biometrics, security keys, and authenticator apps, your organization can:

Strengthen security

It eliminates the weak spots attackers target, such as reused or stolen credentials. This reduces the risk of phishing, credential theft, and automated attacks while shrinking your overall attack surface.

Simplify user access

Users no longer have to remember or reset passwords. Passwordless login is faster, easier, and more intuitive, helping boost productivity and satisfaction.

Support strong multi-factor authentication

Passwordless MFA uses trusted factors to verify identity without relying on shared secrets. It supports compliance with modern standards and helps protect sensitive data.

Reduce operational costs

Fewer password-related issues mean fewer support tickets and less downtime. This improves efficiency across your team and frees up IT resources.

Passwordless authentication is a smarter, more secure way to protect your business and the people who power it.

Choosing the right passwordless authentication method

Once you are ready to move forward with passwordless authentication, the first step is choosing the right methods for your users. There is no one size fits all solution—different people and different situations need different tools.

You are looking to strike the right balance between security, convenience, and the systems you already have in place.

Options like biometrics, hardware tokens, certificate-based authentication (CBA), and magic links offer a different balance of security, convenience, and user experience. For high-assurance roles, stronger factors like biometrics or tokens are ideal, while lower-risk situations may call for lighter methods.

Choose methods that align with user roles, data sensitivity, compliance needs, and your threat model. Let's explore what's available and when to use each one.

Biometric authentication

Biometric authentication uses unique physical traits to confirm a person's identity. These traits include fingerprints, facial features, and voice patterns. Common uses include facial recognition or fingerprint scanning, as seen in systems like Windows Hello. The high security of biometric authentication lies in the uniqueness and difficulty of replicating these biometric traits.

Implementing biometric authentication requires ensuring that the underlying biometric data is stored securely with encryption and stringent safeguards. Decentralized biometrics systems in particular, aim to prevent data breaches and account takeovers by fragmenting and distributing biometric information across multi-party cloud environments.

Biometric authentication, with its security benefits, is a promising method for enhancing both security and user convenience.

Hardware tokens

Hardware tokens like YubiKeys store cryptographic keys and require physical interaction for authentication. These devices offer robust protection and are well-suited for high-assurance environments. They act like a physical key to your digital door—simple for users but hard for attackers to duplicate. It is ideal for securing critical access, especially in IT and security teams. Implement backup processes for lost or damaged tokens so no one is locked out when it matters most.

Magic links

Magic links are one-time authentication links sent via email that enable users to access systems without entering a password. They're fast and easy—ideal for users who log in occasionally or need quick access on the go. Since they rely on email accounts being secure, they work best in low-risk scenarios. Encourage users to set up MFA in their inboxes as an added safeguard.

Mobile apps and trusted devices

Mobile authenticator apps and trusted devices offer a fast, secure way to verify identity without passwords. With Duo, users can authenticate using a mobile app tied to a specific device—often with a simple tap or biometric check. These methods are phishing resistant and convenient, making them a strong fit for everyday logins.

Trusted devices can also reduce authentication prompts, improving user experience without compromising security. Just make sure you have policies in place for registering and managing trusted devices, especially for BYOD environments or remote teams.

Evaluating your organization's readiness

Getting started with passwordless authentication? A thoughtful, upfront evaluation can help you avoid headaches later and give your rollout the best shot at success. Start by defining clear goals—whether that's aligning with zero trust principles, improving resilience against emerging threats, or boosting productivity. Here's your roadmap for a smooth and secure transition: