How to set up and manage a Password Manager for your small business

General IT KB-295

Summary

This guide helps you troubleshoot and resolve: How to set up and manage a Password Manager for your small business. Follow the steps below to fix the issue.

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Common Causes

Managing passwords across a small business or home office can quickly become a security risk when credentials are kept in spreadsheets, sticky notes, or shared via email. A dedicated password manager provides a centralised, encrypted vault where your organisation can store, organise, and securely share login details without compromising security.

Choosing the Right Password Manager

Before implementation, ensure you choose a business-grade tool rather than a personal account. Business versions allow for administrative control, auditing, and secure sharing folders.

Bitwarden: Open-source and highly flexible for various budgets.
1Password: Excellent user interface and strong family/business plans.
Dashlane: Includes integrated VPN and password health monitoring.

Detailed Instructions for Setup

Step 1: Create the Master Account

Navigate to your chosen provider's website and select Sign Up.
Choose the Business or Teams plan to ensure you have administrative oversight.
Create a Master Password. This is the only password you will need to remember; it must be complex and unique.
Enable Two-Factor Authentication (2FA) immediately via Settings > Security. Use an app like Google Authenticator or a physical security key.

Critical: If you lose your Master Password and your recovery key, the service provider cannot reset it for you due to zero-knowledge encryption. Store your recovery key in a physical safe or a secure off-site location.

Step 2: Organising Your Vaults and Collections

To prevent clutter, organise your credentials into "Collections" or "Folders" based on department or function.

Go to the Collections or Vaults menu.
Select Create New Collection.
Name them logically, for example: Marketing-Socials, Admin-Utilities, or Finance-Banking.
Assign specific team members to these collections so they only see the passwords required for their role.

Step 3: Importing Existing Passwords

Export your passwords from your current browser (e.g., Chrome Settings > Autofill and passwords > Google Password Manager > Settings > Export passwords).
In your password manager, select Tools > Import Data.
Upload the .csv file and map the columns (URL, Username, Password) to the correct fields.
Important: Permanently delete the .csv file from your computer and empty the recycle bin immediately after import.

Step 4: Deploying to Staff

From the Admin Console, select Invite User.
Enter the employee's work email address and assign them to the relevant collections.
Instruct staff to install the Browser Extension and the Mobile App for seamless access.
Encourage staff to use the Password Generator tool to replace any old, weak passwords.

Using the browser extension allows the manager to automatically detect when you are on a login page and offer to fill the credentials with one click.

Managing Security and Maintenance

Performing a Password Audit

Most business managers include a "Watchtower" or "Health Report" feature to analyse your security posture.

Navigate to Security Reports or Vault Health.
Identify Reused Passwords and update them to be unique.
Check for Leaked Credentials that have appeared in known data breaches.
Identify Weak Passwords (those under 12 characters) and regenerate them.

Offboarding Employees

When a staff member leaves your organisation, you must revoke their access to prevent unauthorised entry.

Go to the Admin Console > Users.
Select the user and click Suspend or Delete Account.
Review any shared collections the user had access to and rotate the passwords for high-sensitivity accounts (e.g., banking or primary email).

Troubleshooting

Passwords Not Auto-filling

Check that the Browser Extension is enabled and pinned to your toolbar.
Ensure you are logged into the vault; if the vault is Locked, auto-fill will not work.
Verify that the URL of the website matches the URL stored in the password entry exactly.

Sync Errors Between Devices

Check your internet connection and ensure you are not behind a restrictive firewall.
Force a manual sync by going to Settings > Account > Sync Now.
Ensure you are running the latest version of the application by checking for updates in the App Store or via the provider's website.

If you require assistance choosing a provider that fits your business size or need help with a bulk migration of credentials, please Open a Ticket.

Still Having Issues?

Need more help? If the issue persists after trying these steps, please open a support ticket and our team will assist you.

💻 Open a Ticket