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Blog/Security basics

Passwords in a Team: Choosing a Business Password Manager

Sticky notes, shared spreadsheets and reused passwords put small businesses at risk. How to choose a business password manager, share credentials safely and roll it out.

CyberWatch AI4 October 2026 · 2 min read
A hand holding a set of keys on a leather strap

Many small businesses share passwords in spreadsheets, messaging apps or on sticky notes. Staff reuse personal passwords at work. A business password manager fixes both problems.

What to look for

  • Individual accounts for each person.
  • Shared vaults for team credentials, with permissions.
  • Admin controls to add and remove people quickly.
  • Two-step verification for every user.
  • Recovery options if someone forgets their master password.
  • Apps and browser extensions for the devices your team uses.

Rolling it out

  1. Start with the owner and admins.
  2. Move shared credentials from spreadsheets into shared vaults, then delete the spreadsheets.
  3. Help each person install it and save their work logins.
  4. Make it the only approved way to share credentials. See one-page policy.
  5. Remove access immediately when people leave. See joiners, movers and leavers.

Bonus: password managers only autofill on the real site, which helps staff notice phishing pages. See password managers as a phishing alarm.

Related: sharing passwords safely. For more, see protecting small businesses from digital threats.

Frequently asked questions

What should a business password manager offer?

Shared vaults, individual accounts, admin controls, two-step verification, and the ability to remove access when staff leave.

Is it risky to put all passwords in one place?

A reputable, well-protected password manager is far safer than the alternatives most teams use, such as spreadsheets and reused passwords.

How do we get staff to use it?

Set it up with them, migrate shared passwords first, and make it the only approved way to share credentials.

Sources

  1. Use Strong Passwords, US Cybersecurity and Infrastructure Security Agency
  2. Small organisations guide to cyber security, UK National Cyber Security Centre
  3. Top tips for staying secure online, UK National Cyber Security Centre
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