How are multiple people accessing a single email account?

[eileen.s...@gmail.com]

I have a few situations with clients where multiple people require access to a shared email account. One is a free Gmail account while others are with Office365 and Google Workspace. 

How are folks doing setups to get past or are you using some form of 2FA to access accounts?

e.g. with the free gmail account, I'm contacting the client multiple times a week now to get a code that is sent to their phone. The backup email account is not being offered as an option. 

With Office, when I access or the client's virtual assistant accesses the account a security email is sent to the client which she then wants confirmation that it is one of us doing the accessing.

Suggestions? Security warnings?

Eileen

[Eric Celeste]

We often need to share access to some account, such as the Gmail accounts you mention, with clients. In these cases we will also set up 2FA (two factor authentication) using "Google Authenticator" (actually a one time passcode managed by 1Password or Authy) so that both the client and we can have access to the one time passcodes generated. 

Where possible we share this information using 1Password. But if a client does not have access to 1Password, we have also created a Google Doc we share with the client that includes the username, password, and authenticator token so that they can use these in whatever way they need to.

We try to avoid two factor strategies like SMS messages or emails for the reason you mentioned, then we have to contact the client each time we need the authentication code.

...Eric

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[Barbara Schendel-Kent]

They are probably using Gmail's built in access delegation for this. It lets separate people log into the same account. 

https://knowledge.workspace.google.com/kb/how-to-delegate-access-to-a-gmail-account-000009254

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[Toby C]

Barbara, I didn't know about Gmail's access delegation feature.  Does that allow them to log into other gmail accounts using their primary Gmail account's 2-factor authentication?

Toby

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[Barbara Schendel-Kent]

Yes you are logged into your own google/gmail account. Then from there you can access the other person's emails.