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Best Team Password Manager—A Complete Guide

Ashley Ferraro, Product
Written by
Ashley Ferraro, Product
Reviewed by
Oct 30, 2024
 • 
10
 Min Read
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Data by Keeper Security revealed that 57% of people write their work-related online passwords on sticky notes, while 49% save passwords in unprotected, plain-text documents[1]. Poor password habits are one cause of data breaches, a growing problem that's costing organizations an average of $4.88 million in damages[2].

A team password manager can mitigate some of the risks of data breaches. It streamlines and secures password management for organizations by providing a centralized platform to create, store, share, and manage passwords. 

This guide will help you choose the right team password manager for a small business, enterprise, and remote team. We'll examine popular options and their security measures and password management features. You'll also learn about virtual cards and how they shield financial information from cyber attacks.

Disclaimer: The details in this guide are accurate as of the time of writing. For up-to-date information, please visit the service providers' websites.

Password Manager for Teams—5 Top Choices

An illustration showing an open office space with two windows, two rows of desks, and five people working
Source: TRESOR69

A team password manager should offer a mix of security, access management, and monitoring features to ensure the safety of your team's infrastructure. We'll look into these five team password managers to see how they match the criteria: 

  1. 1Password
  2. Keeper
  3. RoboForm
  4. Bitwarden
  5. Dashlane

1Password

1Password employs AES 256-bit end-to-end encryption in a zero-knowledge security model, ensuring only users can access their encrypted data[3]. It supports two-factor authentication with authenticator apps and security keys[4] as well as single sign-on (SSO) with identity providers such as Okta, Duo, and Auth0[5].

Other features include:

  • Custom groups[6]—Empowers administrators to organize teams by departments, roles, or locations and assign specific access permissions
  • Team policies[7]—Specifies rules, including mandatory password complexity, two-factor authentication enforcement, and denial of certain IP addresses
  • Insights[8]—Helps administrators assess password health, track data breaches, and monitor team password usage
  • Automated provisioning[9]—Uses identity provider integrations to streamline onboarding and offboarding processes
  • Activity logs[10]—Tracks user actions, providing visibility into actions such as document creation, updating firewall rules, or changing SSO settings

1Password offers cross-platform support for Windows, MacOS, iOS, Android, and Linux devices. It also offers extensions for popular browsers such as Chrome, Safari, Firefox, Brave, and Edge[11].

1Password offers two plans appropriate for teams[11]:

  1. Teams Starter—$19.95/month for up to 10 users, billed annually
  2. Business—$7.99/user/month, billed annually
    ‍

Custom pricing is available for enterprise-level teams.

Keeper

Keeper employs zero-knowledge security architecture, end-to-end encryption, and 256-bit AES encryption in transit and at rest, reducing the risk of data breaches[14]. It offers IT admins a command-line interface (CLI) to perform records management tasks, provision users, and schedule and automate commands[15].

Additional features include:

  • Role-based access control (RBAC)[16]—Enables administrators to assign roles and set granular permissions for better control over access to critical data
  • Security audits and reporting[17]—Provides administrators with insights into password strength, password reuse, and overall security scores
  • Two-factor authentication (2FA)[18]—Supports 2FA with SMS/text messages, Duo Security, time-based one-time password (TOTP) apps, and physical keys such as Yubikey
  • Shared folders[19]—Allows the creation of shared folders in vaults with automatic user provisioning for increased efficiency
  • Offline mode[20]—Allows users to access their vaults in case of a network outage or if SSO is not available 

Keeper allows teams to use it on Windows, MacOS, and Linux desktops, as well as devices running on iOS, Android, and ChromeOS. It offers browser extensions for Chrome, Firefox, Safari, Edge, Brave, and Opera[21].

For plans and pricing, Keeper offers[22]:

  • Business Starter—$2/user/month, billed annually
  • Business—$3.75/user/month, billed annually

Enterprises who want to use Keeper for their teams can inquire about custom pricing.

RoboForm

An illustration of a computer monitor displaying a golden padlock and a blue shield over a blue background
Source: Mirza-Waqar-Ahmad

RoboForm is another zero-knowledge password manager that uses AES-256-bit encryption[23]. Its Admin center allows centralized user access and permissions management, real-time activity tracking, and enforcement of company-wide security policies[24].

Other key features for teams include:

  • Automated onboarding and offboarding[24]—Integrates with identity providers such as Azure and Okta for automatic user provisioning and de-provisioning
  • Reporting[25]—Provides detailed reports and analytics on individual users' and groups' security practices and creates an overall company security score
  • Security Center[26]—Identifies weak, duplicated, and compromised passwords
  • Item sharing[27]—Allows users to securely share credentials, identities, or files stored in RoboForm's vault

RoboForm is compatible with Linux, Windows, macOS, iOS, Android, and Chrome OS devices. It offers extensions for Safari, Firefox, Edge, Chrome, Brave, and Opera[28].

RoboForm's business plan starts at $3.33/user/month, with custom pricing options available for enterprise teams[29]. 

Bitwarden

Bitwarden is an open-source password manager that allows users to self-host it on their servers for an added layer of control and security[30]. It runs on a zero-knowledge architecture, encrypting all data end-to-end with AES-256-bit encryption[31], and offers two-step login with Duo, phone call, SMS, and security keys, enhancing data protection[32].

Some of the key features for teams include:

  • User groups and collections[33]—Enables administrators to organize teams, assign permissions, and manage access to shared resources 
  • Event and audit logs[34]—Provides an audit trail of over 60 events with timestamps, IP addresses, and user actions, enhancing visibility and control
  • Vault Health Reports[35]—Gives administrators insights into password strength, reuse, and other security practices such as 2FA use
  • Directory Connector[36]—Syncs users and groups from existing identity providers, simplifying user management and provisioning
  • SCIM support[37]—Allows teams to automate user provisioning and de-provisioning, saving time and resources

Bitwarden is compatible with macOS, Windows, Linux, iOS, and Android and offers a browser extension for Chrome, Edge, Firefox, Brave, Vivaldi, Tor, Safari, Opera, and DuckDuckGo[38].

Teams can choose from two plans[39]:

  1. Teams—$4/user/month, billed annually
  2. Enterprise—$6/user/month, billed annually
    ‍

Custom pricing is available for enterprises with larger numbers of team members.

Dashlane

Dashlane's zero-knowledge, AES-256-encrypted solution[40] offers admins a console for efficient user provisioning and password health score monitoring[41]. Admins can also recover access to users' accounts if they lose their master password[42].

Other features Dashlane offers include: 

  • Single-Sign-On (SSO)[43]—Allows users to log in to their accounts using their existing credentials with identity providers for simplified access management
  • Splunk integration[44]—Integrates with the security information and event management tool, allowing real-time tracking of user activities and events
  • Real-time phishing alerts[45]—Warns members of potential phishing attempts to reduce the risk of a data breach
  • Dark web monitoring[46]—Searches the dark web for leaked credentials and notifies users if their information is compromised

Dashlane is available on Windows and Linux through its browser extensions for Chrome, Firefox, Edge, Safari, and Chromium-based browsers. It has standalone apps for macOS, iOS, and Android[47].

Dashlane offers three pricing plans for teams[48]:

  1. Standard—$20/month for ten employees, billed annually
  2. Business—$8/user/month, billed annually
  3. Business Plus—$5/employee/month, billed annually, with a minimum of 100 employees

Virtual Cards—A Complementary Layer of Protection

A photo of letter tiles arranged on a wooden surface spelling the word "fraud" with other tiles scattered around them
Source: Viarami

Team password managers are effective for safeguarding sensitive login credentials. However, passwords aren't the only data at risk of cyber attacks—financial details such as payment card numbers are a prime target for hackers. Cybercriminals frequently attack merchant servers with the intention of stealing sensitive financial information.

One of the best ways to complement the protection offered by password managers is by using virtual cards when shopping online. Virtual cards consist of unique card numbers you can use at checkout, shielding your actual payment card details from potential hackers. If a cybercriminal breaches the merchant's server, they will only obtain the random card number, while your real payment card number remains secure.

If you're looking for advanced card controls and robust security, consider a specialized card provider like Privacy.

Privacy Cards—Protect Your Financial Data

By linking your debit card or bank account to Privacy, you can generate multiple virtual cards and use them whenever you shop online. Each Privacy Card has a unique 16-digit number, expiration date, and security code you can use instead of your actual card details to add a layer of security to your transactions. 

Privacy uses industry-grade security methods to protect your information, such as:

  • Split-key encryption—Bolsters data security by splitting and distributing the encryption key across multiple servers
  • Advanced encryption standard—Secures data with AES-256 encryption, a gold standard recognized as highly secure against brute-force attacks
  • Two-factor authentication (2FA)—Requires additional authentication at login, such as a code sent to your phone, which ensures that only authorized users can access your account
  • Real-time notifications—You can enable alerts of all card transactions in real-time, allowing you to quickly spot and report any unusual activity
  • Firewalled servers—Privacy uses firewalled servers to safeguard all stored data

An Overview of Privacy Card Types and Features

Privacy offers three card types:

Card Type Description and Typical Uses
Single-Use Cards These cards are designed for one-time use and close shortly after the initial transaction. They are ideal for one-off purchases or transactions on unfamiliar online stores.
Merchant-Locked Cards Once used, these cards are "locked" to a specific vendor, allowing transactions only with that particular merchant. They are perfect for shopping on favorite websites and paying for subscriptions.
Category-Locked Cards These cards are "tied" to a specific merchant category rather than a single vendor. They are ideal for budgeting and managing spending in categories such as groceries or entertainment.

You can set spending limits on your Privacy Cards, and Privacy will decline all transactions above the limit. This feature protects against sneaky merchants who may increase prices without prior notification or include hidden fees at checkout. 

Privacy also allows you to stop further charges by pausing or closing cards. This feature reduces the risk of accidental and unauthorized charges, such as those that might occur during and after canceling a subscription.

An illustration of a hand reaching out of a letter shown on a computer monitor while holding a payment card
Source: did77

Additional Convenience Features

To make card management seamless, Privacy offers comprehensive convenience features:

  • 1Password Integration—Allows you to generate and use Privacy Cards from the password manager's browser extension dashboard
  • Privacy App—Lets you manage your cards, monitor transactions, and set limits on the go using Android and iOS devices
  • Privacy Browser Extension—Enables quick card creation and autofill for seamless checkout on Edge, Chrome, Firefox, Safari, and Safari for iOS
  • Card Notes—Allows you to add custom notes to each card, such as merchant details and transaction records, for easy tracking and organization
  • Shared Cards—Enables you to share cards with family or friends, letting you share your budget while maintaining control over the card limits and usage. When combined with the Shared Card, this feature also allows you to give your children monthly allowances without disclosing your sensitive financial information.

How To Join Privacy

To get started with Privacy, follow four steps:

  1. Sign up for a new account
  2. Provide personal information to verify your identity
  3. Connect your Privacy account with a bank account or debit card 
  4. Request and generate your first Privacy Card
    ‍

Privacy has four plans:

Plan Description
Personal This plan is free for domestic transactions and comes with 12 new cards each month. It allows you to generate Single-Use and Merchant-Locked Cards, pause or close cards, set spending limits, and access the mobile app and browser extension.
Plus At $5 per month, the plan includes all the features of the Personal plan and lets you create 24 new cards per month. It grants you access to Category-Locked Cards, custom card notes, the Shared Cards feature, priority support, and Live Chat, available Monday through Friday, 9 a.m. to 5 p.m. ET.
Pro This plan costs $10 per month and builds on the Personal plan by letting you create more cards—36 per month. It includes fee-free foreign transactions and gives you 1% cashback on eligible purchases (up to $4,500 per month).
Premium At $25 per month, this plan includes everything in the Pro plan and allows you to create 60 new cards every month.

References

[1]Keeper Security. https://www.keepersecurity.com/resources/workplace-password-habits.html, sourced September 19, 2024
[2]IBM. https://www.ibm.com/reports/data-breach, sourced September 19, 2024
[3]1Password. https://support.1password.com/1password-security/, sourced September 19, 2024
[4]1Password. https://support.1password.com/two-factor-authentication/, sourced September 19, 2024
[5]1Password. https://support.1password.com/sso/, sourced September 19, 2024
[6]1Password. https://support.1password.com/custom-groups/, sourced September 19, 2024
[7]1Password. https://support.1password.com/team-policies/, sourced September 19, 2024
[8]1Password. https://support.1password.com/insights/, sourced September 19, 2024
[9]1Password. https://support.1password.com/scim/, sourced September 19, 2024
[10]1Password. https://support.1password.com/activity-log/, sourced September 19, 2024
[11]1Password. https://1password.com/pricing, sourced September 19, 2024
[12]Keeper. https://www.keepersecurity.com/security.html, sourced September 19, 2024
[13]Keeper. https://docs.keeper.io/en/v/enterprise-guide/commander-cli, sourced September 19, 2024
[16]Keeper. https://www.keepersecurity.com/solutions/role-based-access-control.html, sourced September 19, 2024
[17]Keeper. https://docs.keeper.io/en/v/enterprise-guide/security-audit, sourced September 19, 2024
[18]Keeper. https://docs.keeper.io/en/v/enterprise-guide/two-factor-authentication, sourced September 19, 2024
[19]Keeper. https://docs.keeper.io/en/v/enterprise-guide/sharing/folders, sourced September 19, 2024
[20]Keeper. https://docs.keeper.io/en/enterprise-guide/vault-offline-access, sourced September 19, 2024
[21]Keeper. https://docs.keeper.io/en/v/user-guides/system-requirements, sourced September 19, 2024
[22]Keeper. https://www.keepersecurity.com/pricing/business-and-enterprise.html, sourced September 19, 2024
[23]RoboForm. https://www.roboform.com/security, sourced September 19, 2024
[24]RoboForm. https://www.roboform.com/business, sourced September 19, 2024
[25]RoboForm. https://help.roboform.com/hc/en-us/articles/230565047-Reports, sourced September 19, 2024
[26]RoboForm. https://help.roboform.com/hc/en-us/articles/115005702347-About-the-Security-Center,  sourced September 19, 2024
[27]RoboForm.https://help.roboform.com/hc/en-us/articles/115004844868-Individual-item-Sharing, sourced September 19, 2024
[29]RoboForm. https://www.roboform.com/pricing-business, sourced September 19, 2024
[30]Bitwarden. https://bitwarden.com/help/self-host-an-organization/, sourced September 19, 2024
[31]Bitwarden. https://bitwarden.com/blog/end-to-end-encryption-and-zero-knowledge/, sourced September 19, 2024
[32]Bitwarden. https://bitwarden.com/help/setup-two-step-login/, sourced September 19, 2024
[34]Bitwarden. https://bitwarden.com/help/event-logs/, sourced September 19, 2024
[34]Bitwarden. https://bitwarden.com/help/reports/, sourced September 19, 2024
[35]Bitwarden. https://bitwarden.com/help/reports/, sourced September 19, 2024
[36]Bitwarden. https://bitwarden.com/help/directory-sync/, sourced September 19, 2024
[37]Bitwarden. https://bitwarden.com/help/about-scim/, sourced September 19, 2024
[38]Bitwarden. https://bitwarden.com/download/, sourced September 19, 2024
[39]Bitwarden. https://bitwarden.com/pricing/business/, sourced September 19, 2024
[40]Dashlane. https://www.dashlane.com/download/whitepaper-en.pdf, sourced September 19, 2024
[41]Dashlane. https://support.dashlane.com/hc/en-us/articles/208105169-Open-and-navigate-the-Admin-Console, sourced September 19, 2024
[42]Dashlane. https://support.dashlane.com/hc/en-us/articles/6578162476306-Manage-admin-assisted-recovery-for-your-professional-plan, sourced September 19, 2024
[43]Dashlane. https://support.dashlane.com/hc/en-us/articles/360013149040-Integrate-Dashlane-with-your-Identity-Provider-IdP-for-SSO-and-SCIM, sourced September 19, 2024
[44]Dashlane. https://support.dashlane.com/hc/en-us/articles/17674635955730-Track-team-activity-for-your-professional-plan-with-Splunk, sourced September 19, 2024
[45]Dashlane. https://support.dashlane.com/hc/en-us/articles/5291088850194-Real-time-phishing-alerts, sourced September 19, 2024
[46]Dashlane. https://support.dashlane.com/hc/en-us/articles/360000038180-Security-alerts-and-Dark-Web-Monitoring-in-Dashlane, sourced September 19, 2024
[47]Dashlane. https://support.dashlane.com/hc/en-us/articles/202625002-Supported-devices-and-browsers, sourced September 19, 2024
[48]Dashlane. https://www.dashlane.com/pricing, sourced September 19, 2024

‍

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Privacy allows you to generate Single-Use Cards, which close automatically shortly after a transaction and help protect you against hackers.
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Privacy Virtual Cards
Spending Limits

Set a spending limit and Privacy will decline any transactions that go over the limit

Merchant-Locked Cards

Lock Privacy Cards to the first merchant they’re used at to prevent misuse if stolen

Single-Use Cards

Create Privacy Cards that close automatically after the first purchase is made on them

Pause/Close Cards

Pause or close your Privacy Cards at any time to block future transaction attempts

Sign Up For Privacy Now
Privacy — Seamless & Secure Online Card Payments
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