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How to Share Passwords with Team Members – The Safe Way

As your business grows and your team expands, there could be a lot of passwords that need to be shared across team members. But what happens if you fire one of your team members? How do you know what passwords to change and how it will possibly affect your business?

Over the last year, I have thought about this dilemma and have tightened my teams security levels across all business’ and have worked hard to put in place systems so that if one member leaves, it can easily be mitigated and the impact to myself and the businesses are minimal. There are a lot of moving points in my businesses but password protection is something that can be fixed with the proper hand holding the start. The solution; password management system.

Don’t get me wrong, this process took a bit to get into place and took a while to get all team members on board and using it correctly. But at the end of it all, our security when it comes to passwords is stronger than it ever has been and the ability to deal with people leaving has become a lot easier and less worrisome.

Before when someone left, we would have to change all passwords ever shared with them, then we would have to send the new passwords out to team members. Now with a password management system, we just upload the new password in one spot and those that we have allowed to use that tool will have the updated password there for them the next time they need it. No need to send passwords over emails!

Below I have listed 3 of the top password management systems you could use to implement into your systems.

Top 3 Password Management Systems

LastPass

LastPass is a great password management tool to use. It works with a variety of different browsers and is also available on iPhone, Android and Google devices, which is convenient if you are not at your computer. LastPass upon signing up makes you and your team members set up a your master password, this will be the only password anyone on the team will need to remember and this is set by the individuals so no two team members will have the same master password. Upon signing into their account with their master password, they will also need to set up two-factor authentication. This will provide even further protection because if someone can guess your password, they would need the two-factor authentication code in order to enter your account.

With LastPass, you will have a central control system where you will be able to setup, manage and edit different teams and team members. You can only share specific passwords with them members that need it.

The passwords are all encrypted with  AES-256 bit with PBKDF2 SHA-256 and salted hashes to ensure complete security in the cloud. This means even people at LastPass will never be able to access any of your passwords, keeping it safe. The two things about LastPass that are unique and very helpful is it seems to have the best activity audit and can have people use the password without actually being able to see it.

  • Available on all browsers and mobile devices
  • Each member creates their own unique master password which grants them access to the teams passwords
  • Two Factor Authentication for added security measures
  • Central control system to easily see team members and the passwords they have access too.
  • AES-256 bit encryption for security in the cloud.

Here is the pricing for LastPass:

1Password

1Password is quite similar to LastPass in terms of features and usability. 1Password doesn’t have a Two-Factor Authentication factor available, however upon your team members setting up their account, they will be provided with a 128-bit identifier which will be their secret key. And since it never gets sent to you or your teammates, your secret key can’t be reset, intercepted, or evaded, unlike two-factor authentication. Another differences is with 1Password, it allows you to delegate responsibilities to your business leads so they can manage their own teams with custom groups and vaults. Again, just like LastPass, it works on all types of browsers through an extension or computer app, as well as it being available for most phones through the app store and is accessed by the team members independent master password. 1Password major difference is it is a more user friendly and slightly less expensive when compared to LastPass.

  • Each team member creates their own master passwords which allows them to view all passwords they have access too.
  • 128-bit secret key will be presented upon signing up, and will be used if you cannot remember your master password and you need to reset it.
  • Allows you to give business leads the ability to manage their own teams by allowing them to share passwords and well as managing members in each group.
  • AES 256 encryption technology is used when storing your passwords.

Here is their pricing:

 

TeamPassword

TeamPassword is also available on all different types of internet browsers and mobile devices just like LastPass and 1Password. Like, LastPass, Google Two-Factor Authentication is required in order to access your account after you input your master password. Get email notifications whenever someone adds or removes any team member, you can also use this to get notified whenever new passwords are added. You can also view an activity log of all passwords which, allows you to see when passwords were used and by whom. TeamPassword also uses AES-256 bit encryption which is the top of the line encryption for passwords when storing them in the cloud.

  • Works on all browsers and mobile devices. Just download the extension on your browser or the app through your mobile devices.
  • Google Two-Factor Authentication required after inputting your master password
  • Get email notifications when team members are added and removed or when new passwords are added to the system.
  • Activity and logging allows you to see which passwords are being used and which ones aren’t and when they were accessed, allow you complete knowledge of your teams usage.
  • AES-256 bit encryption for all passwords

Here is their pricing:

 

Final Comments

As with any new system, it takes some getting use to and takes a little hand holding to get setup. But once setup, sharing passwords with team members and revoking passwords has never been simpler.

If you have used any of these which ones your go to? If there is another one I should add, please let me know!

 

About the Author Jon

I am a 33 year old husband, father of 3, engineer and a huge fan of developing systems to build useful and profitable websites. The reason I build online businesses is to provide financial independence for my family and yours AND so I can spend time outside skiing and biking with my family.
Jon Gillham, Online Entrepreneur

Leave a Comment:

9 comments
Rick Ow says June 11, 2018

Another great post Jon!

I use Lastpass exclusively for sharing passwords. Not only with team members, but whenever I buy or sell a website, I use that to transfer passwords easily and securely with the buyer or seller.

Reply
    Jon says June 12, 2018

    LastPass definitely seems to have some features that make it great for password sharing vs others I have used. Thanks Rick.

    Reply
Mike Lovatt says June 11, 2018

I use Dashlane Jon, always does the job nicely.

Great post though.

Reply
    Jon says June 12, 2018

    Haven’t tested out dashlane… why did you go with it over the others?

    Reply
William says June 11, 2018

The only issue that I find with LastPass is (which their team also confirmed that nothing they could do about it) your team member can still see the login details (username and password). I am fine sharing this with a trusted team member. However, with your trial VA for example, it can be a big issue.
The problem is, when you share your password via LastPass, Google Chrome still asks you if you want to save the password. If the person clicks yes, he can then look at this password in the Chrome password manager (which of course defeats the purpose of sharing password securely via LastPass).

Reply
    Jon says June 12, 2018

    Good point! Do you have an a solution? This is definitely a common issue with most solutions.

    Reply
    Matt says June 13, 2018

    You can just change the password after firing the VA. Don’t reuse passwords either.

    Reply
Mikey says June 14, 2018

This has become a major headache! I use KeePass, mainly because it doesn’t have cloud storage – when I researched this subject, I just felt that OSS is more verifiable because you can actually check the code yourself to make sure it is what it says it is, and also aes-256 bit encryption. It’s not ideal for everyone because it’s not available on all platforms and to send the passwords requires a dropbox or google drive transfer of the locked box. But other than that, I feel happier not having my passwords permanently available to the best hackers in the cloud, because they are the one’s they’ll go after!

Reply
    Jon says June 19, 2018

    Thanks Mike, Yea I think that software would be great and love the aspect of it not being in the cloud. For my team that aren’t all in house I feel that might be a little hard, especially when people use a variety of different platforms and its harder to share the passwords with them.

    Reply
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