VPN Token: Definition, Types, and How It Uses 2FA

VPN tokens are popular tools for companies wanting to increase VPN network security. Still, if you have a VPN, do you really need the extra security layer? 

Read on to learn everything you need to know about VPN tokens, including their pros and cons, and how they work with two-factor authentication (2FA) to secure your network.

What Is a VPN Token?

A VPN token is a small piece of hardware or software that generates a temporary, one-time password (OTP) which you use to authenticate your connection to a virtual private network (VPN). 

It’s part of a multi-factor or two-factor authentication (2FA) setup, and acts as the second proof of identity. Each token is unique to the individual it’s assigned to, registered to the corporate account, and must be activated by the IT team before use. 

The OTPs they generate are typically short-lived: they either change automatically every 30–60 seconds (time-based) or when you press a button (event-based).

Why Use a VPN Token?

While a VPN is a business-grade online security tool, it can’t guarantee full protection by itself. It creates a secure, encrypted connection between your device and a remote network to protect internet data in transit, but even with strong encryption, attackers can still exploit weak passwords or stolen credentials to gain unauthorized access. That’s where multi-factor authentication (MFA), and specifically a VPN token, comes in.

When MFA (multi-factor authentication) is enabled, the VPN token acts as a second layer of verification. That means that even if a cybercriminal managed to infiltrate an entire directory of employee usernames and passwords, it would be extremely difficult to access the network without your physical token or authenticated device.

Types of VPN Tokens

VPN tokens generally come in two main types: hardware (hard token) and software (soft token). 

Hard Tokens

Hardware tokens are physical devices that generate OTPs. They come in several forms, which mainly differ in how you use or connect them:

• Press-button key fobs: Small handheld devices with a button that displays a one-time code on a tiny screen. You manually type that code into the VPN client.
• USB tokens: Plug directly into a computer’s USB port. The authentication happens automatically, so no need to type a code.
• Smart cards: Look like credit cards and are inserted into or tapped against a dedicated card reader to verify your identity.

VPN Hard Token Pros and Cons
Pros	Cons
✅ Works on its own without needing the internet or an app.	❌ If lost or stolen, it could give someone access to multiple systems.
✅ Is a separate physical device, so it doesn’t require a personal device.	❌ Easy to lose or forget since it’s a separate device.
✅ Made of durable materials to withstand spills, falls, and other harsh conditions.	❌ Inconvenient to carry everywhere.

Soft Tokens

Soft tokens are usually applications installed on a personal device, such as a smartphone or laptop, that generate OTPs, but they can also be integrated into SMS services. They come in different forms depending on how they’re used:

• Public soft tokens: These are apps like Google Authenticator and Microsoft Authenticator, or Duo Mobile. These generate time-based codes that you manually enter during login. They’re simple, reliable, and don’t require a network connection to work.
• Proprietary soft tokens: These are organization-specific apps such as Rublon, miniOrange, or Okta Verify. These often include extra security features, like push notifications where you approve or deny login attempts on your phone, device checks where the app verifies the device is trusted, or direct integration with company systems.

SMS tokens send codes via text message (SMS) to your phone. These can also be public or proprietary, and work similarly to app-based codes but are less secure because text messages can be intercepted, redirected, or spoofed. For that reason, SMS tokens are increasingly used only as a backup method.

VPN Soft Token Pros and Cons
Pros	Cons
✅ You don’t need to carry a separate device with you; just install an app.	❌ Reliant on user or work devices, some of which may not be mobile.
✅ More affordable than hard tokens because there are no additional physical resources.	❌ Most of them require a reliable internet connection to work.
✅ Easier to distribute to large groups.	❌ More vulnerable to malware and phishing attacks than physical tokens.

How VPN Tokens Work in an MFA

The token for the VPN itself is just one step in multi-factor authentication (MFA). Here’s a quick look at how the entire MFA process works with a VPN token.

1. Log in to your account with your username and password: This is your first step: It’s something you know.
2. Get your token: After you enter your password, the VPN client or login system prompts you for a one-time password (OTP) from your token.
   • If you use a hardware token (like a USB key or smart card), you may need to insert or tap it to your device.
   • If you use a key fob, press its button to display a one-time code on the screen.
   • If you use a soft token (app), open it to view your code or approve a push notification.

3. Enter the code you received to complete MFA verification: The combination of your credentials and OTP verifies your identity.
4. Access the VPN: Once your identity is verified, the VPN establishes a secure connection between your device and the intended network.

Troubleshooting VPN Tokens

Even reliable authentication tools can run into occasional problems. Here are some common fixes:

1. Perform Basic Checks First

When you have trouble getting a soft or hard token to send your OTP, or work in general, check or try basic troubleshooting for the following issues:

• Connectivity: Make sure you’re connected to the network. Sometimes, simply restarting your device or the VPN client can clear up connectivity issues. If the connection is down, contact IT to make them aware of the situation and try again once the network is restored.
• Updates: Tokens may require software or security updates periodically if they rely on an app to acquire an OTP. Always check to ensure the token is up to date, as well as any software or hardware you use with your token. For example, the device you use for access or your browser.
• Date and time: The tokens require precise information, and if the time information doesn’t match your token, it could raise red flags and prevent it from sending an OTP.

If you’re using a hard token only, make sure you check for:

• Battery: Many key fobs are battery-powered; if the display is blank or unresponsive, it may need a battery replacement.
• Physical damage: Inspect the token for damage. If it’s cracked, bent, or otherwise physically compromised, contact your IT department for a replacement token.

2. Do a Quick Credentials Check

A simple typo can create issues with MFA when it comes to your credentials. Take your time and retype your username and password into the appropriate fields. If that doesn’t work, check to see if the password for your corporate account needs to be updated. 

Some companies require users to change passwords every 30-60 days as an additional security measure. If the password expired before you could change it, you may need to contact your IT department to resolve the issue. 

3. Verify Firewall Settings

VPN tokens may require specific port use to work correctly. You’ll need to contact IT support to get the required settings. That way, if you’re using pre-approved personal devices like laptops, tablets, and smartphones with a VPN token, you can check the firewall settings on the device to ensure the proper ports are open.

4. Software Compatibility

Personal devices with pre-existing anti-virus or VPN software installed could cause malfunctions with a VPN token. If you’re attempting to connect to the company’s VPN, you may need to disable your current VPN or use port forwarding to set rules that allow specific apps through.

Anti-virus software can also cause issues when using a VPN token. To see if antivirus software is creating the problem, turn it off and attempt MFA again. If you’re able to gain access, the issue is your antivirus software. You may need to use another device or ask IT for further assistance.

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