How to use Single Window

This section outlines how both returning and new users can log into Single Window.

Returning users

If you completed a submission using the Single Window system in the past, follow these steps to navigate the system:

1. Go to Environment and Climate Change Canada's Single Window and select your language
2. Log in to the system using the same option you used the last time you logged in: either Sign-In Partner or GCKey
   • If you are logging in using GCKey, you can click on “Manage Your Email Address” and add or edit the email address associated to your GCKey
   • This will allow you to recover your GCKey (username and/or password) if you forget your credentials
   • You will need to enter your two-factor authentication code to proceed
3. Verify your profile information by clicking on the “My Profile” tab on the top menu
4. Update the information as needed to keep it current
5. If this is your first time logging into SWIM in a while, you may need to verify your email address
   • There will be a banner on the SWIM Dashboard with a link you can click to do so
6. Verify your organizational information by clicking on the “My Organizations” tab on the top menu
   • You will have the same access and permissions as you did the last time you logged in
   • If you require updated permissions, ask your SWIM Organization Lead to grant you these permissions
   • to find out who your SWIM Organization Lead is, click the “My Organizations” tab on the top menu, select your organization, then click on the “Manage and Grant Access” tab on the left menu and consult the user access table
7. From the SWIM home page, select the Single Window partner program you wish to submit to by clicking on the name of the program
8. Prepare and complete your submission inside the partner program module as per the program’s specific guidance
9. If you need help with the program submission, please contact the program directly

First-time users

If this is the first time you are using the Single Window system, please follow these steps to gain access:

1. Go to Environment and Climate Change Canada's Single Window and select your language
2. Decide whether you want to log in through a Sign-In Partner (use your financial on-line banking credentials) or with GCKey (a secure log-in system used in federal government departments)
   • You will need to use the same log-in option every time you enter Single Window
3. Follow the on-screen instructions to create an account
   • Remember your username, password and recovery questions
4. If you are creating an account using GCKey, the system will ask if you want to link an email address to your GCKey
   • This will allow you to recover your GCKey (username and/or password) if you forget your credentials
   • You can proceed with this step or edit the email address at any time once your account is created
5. When the confirmation message appears, select “Continue” to set up two-factor authentication
6. Enter the Single Window system and complete your account creation
7. On the Account setup page, enter an email address to associate with your SWIM account and click “Continue”
   • If an account exists with this email, a recovery code will be sent to help you regain access
   • If it is a new email, enter the verification code on the Onboarding page
   • if you did not receive a code, you can click “Resend verification code” or return to account set up to choose a different email address
8. Set up your SWIM profile by filling out all mandatory fields and clicking “Save and continue” at the bottom of the page
9. You now have a Single Window account
10. On the last onboarding page, you can join or create a SWIM Organization, or click “Skip” and go to SWIM Dashboard
11. You can follow the steps outlined above for “Returning users” the next time you log into the Single Window system

This section outlines how users can set up their two-factor authentication as well as make changes to the method used. Please note this section is only applicable to users using GCKey.

Setting up two-factor authentication

Starting July 31, 2023, users who use GCKey to access Single Window will be required to set up two-factor authentication.

1. Go to Environment and Climate Change Canada's Single Window and select your language
2. Log in to the system using your GCKey account or follow the steps for creating an account if this is your first time using GCKey
3. Once you enter your login and password, you will reach a greeting screen where you can change your password, change your recovery questions, manage your email address, or revoke your GCKey
4. To set up two-factor authentication, select “Continue” and choose one of the three methods provided

Use your email address (recommended)

1. Click on “Set up your email” from the list of two-factor authentication methods.
2. Carefully read the terms and conditions on the following page and click on “I accept” to continue
3. On the Register your email address screen, enter the email address you would like to use for two-factor authentication and select click on “Continue”
4. An email with a one-time passcode will be sent to this address
   • copy and paste the one-time passcode and click on “Continue”
   • If you did not receive an email, you can resend it or go back to the previous step to verify your email address
5. On the following screen, you will be given five recovery codes
   • These will be used if you are unable to use your email for two-factor authentication and need to recover your account
   • Save these somewhere secure and only accessible to you
   • Once saved, click on the confirmation checkbox and then on “Continue”
6. Two-factor authentication setup is now complete
7. You can press “Continue” to access Single Window

Use your mobile device or tablet

1. Click on “Set up your mobile device| from the list of two-factor authentication methods
2. Carefully read the terms and conditions on the following page and click on “I accept” to continue
3. Prepare your mobile device by downloading an authenticator application from a reputable vendor
4. Once you have downloaded the application, open the authenticator application on your device and prepare to add your two-factor account
5. Click on “Continue” and, on the following page, scan the QR code (or enter the secret key) on your mobile device or tablet
6. Once scanned, a 6-digit code will appear in your authenticator application
7. Enter this code at the bottom of the screen and click on “Continue”
8. On the following screen, you will be given five recovery codes
   • These will be used if you are unable to use your mobile device for two-factor authentication and need to recover your account
   • Save these somewhere secure and only accessible to you
   • Once saved, click on the confirmation checkbox and then on “Continue”
9. Two-factor authentication setup is now complete
10. You can press “Continue” to access Single Window

Use your desktop device

1. Click on “Set up your desktop device” from the list of two-factor authentication methods
2. Carefully read the terms and conditions on the following page and click on “I accept” to continue
3. Prepare your desktop device by downloading an authenticator application from a reputable vendor
4. Once you have downloaded the application, open the authenticator application and prepare to add your two-factor account
5. Click on “Continue” and, on the following page, enter the secret key into your authenticator application
6. Once scanned, a 6-digit code will appear in your authenticator application
7. Enter this code at the bottom of the screen and click on “Continue”
8. On the following screen, you will be given five recovery codes
   • These will be used if you are unable to use your desktop for two-factor authentication and need to recover your account
   • Save these somewhere secure and only accessible to you
   • Once saved, click on the confirmation checkbox and then on “Continue”
9. Two-factor authentication setup is now complete
10. You can press Continue to access Single Window

Changing your two-factor authentication method

Once set up, you can change your two-factor authentication method at any time.

1. Go to Environment and Climate Change Canada's Single Window and select your language
2. Log in to the system using GCKey
3. Once you enter your login and password, you will reach a greeting screen
4. Click on either “Continue” or “Manage your Two-Factor Authentication” to proceed
5. Enter your authenticator code on the following page
6. You can now set up a new two-factor authentication method using the steps detailed above
   

Recovering your account with a 2FA recovery code

If you are unable to complete two-factor authentication, you can recover your account using one of the five recovery codes saved when initially setting it up.

1. Go to Environment and Climate Change Canada's Single Window and select your language
2. Log in to the system using GCKey
3. Once you enter your login and password, you will reach a greeting screen
4. Click on “Continue” to reach the two-factor authentication step
5. Click “Recover Account”
6. On the following screen, enter one of the five recovery codes you saved when setting up your two-factor authentication and click on “Continue”
7. On the next page, you will be able to change your two-factor authentication method if necessary as well as generate additional recovery codes
8. To access Single Window, click on “Continue”

This section will show you how to recover your GCKey and/or your Single Window account, as well as your SWIM information, if you have forgotten your log-in information

If you already have a GCKey and have forgotten your login credentials, but you associated an email address to your GCKey when you previously logged in (as described in the Navigating SWIM section), you can use the “Forgot your username?” or “Forgot your password?” functions. You will then recover your GCKey and your account through your email address.

If you already have a GCKey but have forgotten your login credentials and the security questions proposed through the “Forgot your username?” or “Forgot your password?” functions are not helping or if you did not associate an email address to your GCKey, you will need to create a new GCKey:

1. Create a new GCKey and log into the system
2. The Account setup screen will open
3. Enter your email address and select “Continue”
4. If your email address is the same as for your old account, you will be emailed an Account Recovery Key code
5. Copy the alphanumeric code key from the email
6. Paste the alphanumeric code into the box on the Account recovery page
7. Navigate to the home page
8. Links to programs you previously had access to and information from your old account will be linked to your new account
   • All your organizations and facilities will be available to you

If you have a new email address, the recover account process will not work. You will need to complete your profile and ask a SWIM Organization Lead for access or request access through the system.