How to Set Up MFA Email Forwarding for IT Administrators in Google Workspace

Overview

Some insurance carriers send Multi-Factor Authentication (MFA) codes via email when IntelliAgent logs into their portals on your behalf.

For IntelliAgent to complete these logins automatically, your agency’s IT department must set up email forwarding so MFA messages reach ReFocus AI’s secure mailbox.

This article explains how your IT team can identify the carrier MFA senders and configure forwarding rules in Google Workspace (Gmail).

💡For instructions on setting up MFA forwarding for Microsoft 365, Exchange, or Outlook, see the Microsoft instructions here.

Who Should Use This Guide

This guide is intended for agency IT administrators or technical contacts who manage the agency’s email system (e.g., Google Workspace).

💡For non-technical staff, check out this article on adding ReFocus to your carriers.

Why This Setup Matters

By automatically forwarding MFA messages to ReFocus AI, IntelliAgent securely receives the code and continues the remarketing process without manual steps or delays.

Watch the Guided Tutorial

Step 1: Identify Carrier MFA Sender Addresses

Your IT team should collect the email addresses carriers use to send MFA codes.
Here are some examples:

Safeco: noreply@mfa.safeco.com
Travelers: donotreply@travelers.com
Progressive: security@progressive.com

Tip: Review recent MFA emails in your agency inbox or trigger a test login to confirm the sender address for each carrier.

Step 2: Obtain Your ReFocus AI Forwarding Address

ReFocus AI assigns a unique forwarding address to each agency. To locate this address, navigate to Settings ➡️ Carriers ➡️ and select any available carrier. You will see the forwarding address displayed as follows:

This is the secure mailbox IntelliAgent uses to process MFA codes for your agency.

💡A single, dedicated forwarding address is used for all carrier MFA messages at your agency.

Step 3a: Create a Forwarding Address in Google Workspace (Gmail)

Go to Settings → See all settings → Forwarding and POP/IMAP → Add a forwarding address
In the Add a forwarding address module that opens, insert your unique agency email address.
Select Next, and complete the required authentication steps.
Confirm to finalize the forwarding addresssetup.

💡This will send an email to your ReFocus customer success manager. They will accept the request to allow forwarding.

Step 3b: Create Forwarding Rules in Google Workspace (Gmail)

Go to Settings → See all settings → Filters and Blocked Addresses → Create a new filter.
In the “From” field, enter the carrier sender addresses. You can use a ',' between multiple carrier email addresses to configure the rule in bulk.
Choose Forward it to and select your ReFocus AI forwarding address.
Select the button to Create Filter.
On the window that opens, ensure the Forward it option is checked, and in the Add Forwarding Address field, select your recently created forwarding address.
Select Create Filter to finalize.

Step 4: Test the Setup

Trigger a login that requests a carrier MFA code.
Verify that the MFA email is forwarded automatically to your ReFocus AI forwarding address by selecting the Verify Email button.

Step 5: Maintain and Update Regularly

Review forwarding rules anytime you add a new carrier.
Update the rules if a carrier changes its sender domain.
Revalidate forwarding after system upgrades or policy updates.

Security Notes

All MFA messages are processed securely by ReFocus AI and used only for authentication.
Do not forward unrelated emails to your ReFocus AI address.
Credentials and MFA codes are never stored beyond the authentication process.

Need Help?

If your IT team has completed these steps but IntelliAgent still isn’t receiving MFA codes:

Verify the carrier’s sender domain again.
Check if forwarding rules were applied correctly.
Contact ReFocus AI Support via your support portal or email at support@refocusai.com.