Get to know 1Password Teams: Vaults and sharing

What would 1Password be without vaults? They’re where you put your most important information to keep it safe, and they’ve been a core part of the 1Password experience since the beginning. In 1Password Teams, vaults are more useful than ever. Let’s look at how vaults can help you organize and share information within your team.

Vaults: just the basics

The first time you sign in to 1Password Teams, you’ll see two vaults automatically available for you:

  • Private. This vault (sometimes known as the Personal vault) is only accessible to you. Each team member has their own. Use it to store logins for your own work accounts.
  • Shared. This vault is accessible to everyone in your team. You might want to keep things like company-wide software licenses in there, or anything that everyone will benefit from.

This setup is great for teams that are starting out, but there’s a good chance you’ll quickly find yourself wanting more. Some passwords need to be shared with some people, but not everyone. You might want to set up different vaults for each of your departments, office locations or more.

Vaults in action

There’s no one correct way to structure your vaults, but here’s how we do it at AgileBits. Because our staff are distributed across the globe, some of our vaults are set up with geographical locations in mind. We also a number of vaults that are set aside for specific groups of people.

The Android development team has their own passwords and doesn’t need to have access to the iOS passwords, and vice versa. Vaults help us create this kind of separation and stay organized and secure.

Sometimes people from different parts of the company need access to the same vault. Khad works in our marketing team, and often needs our Twitter credentials to let the world know about our new blog posts. Max from our customer support team also needs access to Twitter to answer customer questions about 1Password.

To keep things simple we created a vault called Social Media. In it we store credentials for things like Twitter, Facebook and YouTube. Even though they don’t work together, Max and Khad now have access to the social media passwords they need.

Whether you use your company departments to structure your vaults, or create vaults that can be accessed by multiple teams, 1Password offers the flexibility and customisation you need.

Getting the most out of vaults

When creating new vaults, remember these tips:

    • Create vaults that suit your usage, not necessarily your company structure. It might be easy to think that your vault structure needs to resemble your company, with departments and management teams, but think about who actually needs access. It might be that people from IT, marketing and sales need access to your Facebook and Twitter passwords at the same time. If this is the case, you might want to create a social media vault and add in everyone who needs access.

    • Not everything needs its own vault. If you are a company that works for multiple clients, or on multiple projects (such as a marketing agency), it’s easy to think that every client needs their own vault.
      You might find it simpler to create a Clients vault, add items for all your customer passwords, and then use tags and custom titles for each item.

    • Use tags to easily find items. If you have lots of passwords in a single vault, tags can be a great way to easily find only the ones you need. You might have a vault called Clients and in it have passwords for 100+ accounts. How can you see which account belongs to which client? Tags to the rescue! Simply assign each item in the vault a tag, and it will appear in the left-hand panel, making navigation easy!

To get started creating and working with vaults, see this guide.

And if you don’t have 1Password Teams, sign up for a 30-day free trial. If you’d like to see how 1Password will work for your business, chat with our Sales team at sales@agilebits.com.

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