Shared Accounts Don't Need Shared Passwords

Every business has shared accounts. It might be your company Instagram account, a supplier portal, an online booking system, or a software subscription that multiple staff members need to access. The problem isn't that these accounts are shared. The problem is how they are shared.

For many businesses, shared passwords still live in spreadsheets, group chats, emails, notebooks, or simply in the heads of long-term employees.

While it may seem convenient, it creates several security and management headaches:

• You can't see who has accessed the account.
• You can't easily control who still has access.
• Changing a password means notifying everyone.
• Former employees may continue to have access long after they've left.
• Passwords can be copied, forwarded, written down, or accidentally exposed.

Over time, these practices create unnecessary security risks and make it harder to protect valuable business systems.

A Better Approach: Use a Password Manager

Modern business password managers are designed to handle shared logins securely and efficiently.

Platforms such as 1Password, Bitwarden, and Keeper allow organisations to create shared vaults or folders where team credentials can be stored and managed centrally.

Here's how it works:

1. Create a Shared Vault

Set up a password manager that supports team sharing and create a shared vault for business accounts.

Instead of storing passwords in spreadsheets or sending them through chat, keep them in one secure location.

2. Store Shared Logins Securely

Add company accounts, supplier portals, social media logins, and other shared credentials to the vault.

Everyone with permission can access the accounts they need without relying on someone to send them a password.

3. Give Users Individual Access

Each team member receives their own account and permissions.

Many password managers can autofill credentials when users log in, meaning they may never need to see or manually type the password itself.

4. Remove Access Instantly

When an employee leaves, simply disable or remove their access to the vault.

Their access to every shared credential is removed immediately, without the need to update dozens of passwords or notify the entire team of changes.

The Benefits

Using a password manager for shared accounts means:

• Better security
• Less password sharing in emails and chats
• Easier onboarding and offboarding
• More visibility and control
• Reduced risk of unauthorised access

Most importantly, staff no longer need to know, remember, or distribute shared passwords. That means fewer opportunities for credentials to be copied, leaked, or left on a sticky note beside a monitor.

A password manager doesn't just make life easier for your team. It also gives your business greater control over who has access to critical accounts and when.

If your team is still sharing passwords through spreadsheets, chat apps, or email, it may be time to rethink the process.

Shared accounts are inevitable. Shared passwords don't have to be.