Weak and reused passwords are one of the most common ways small businesses get hacked. A password manager creates strong unique passwords, stores them securely and lets your team share logins without sending them over chat or email. This guide covers what to look for and how popular options differ.
Why a password manager beats spreadsheets and browsers
- It generates long random passwords so nobody reuses one.
- It shares logins safely with team members and removes access when someone leaves.
- It can warn you about weak, reused or breached passwords.
- It works across phones, laptops and browsers.
What to check before you choose
- Shared vaults or folders: so teams can share logins without copying passwords.
- Admin controls: user management, policies and the ability to revoke access quickly.
- Multi-factor authentication: support for authenticator apps and hardware keys on the manager itself.
- Zero-knowledge encryption: the provider should not be able to read your vault.
- Recovery options: what happens if the owner forgets the master password.
- Price per user: and whether a free tier is enough to start.
- Audits: independent security audits and a public track record.
Popular options
| Service | Known for | Worth checking |
|---|---|---|
| Bitwarden | Open source, a free tier, low-cost business plans | Which plan includes admin and policy features |
| 1Password | Polished apps, good team sharing and admin tools | Per-user pricing for your team size |
| Dashlane | Easy to use, built-in monitoring features | Plan limits and business features |
| Keeper | Strong admin and compliance features | Add-ons that increase the price |
| Proton Pass | Part of the Proton privacy ecosystem | Team features compared with older competitors |
Features and prices change, so confirm current details on each official site.
Setting it up well
- Turn on multi-factor authentication for every user.
- Move shared logins into shared vaults and delete spreadsheets of passwords.
- Make the owner account recoverable by a second trusted person.
- Run the manager’s weak and reused password report and fix the worst first.
Frequently asked questions
Are password managers safe?
Reputable managers encrypt your vault so only you can open it. The main risk is a weak master password, so use a long passphrase and multi-factor authentication.
What if the password manager is hacked?
With zero-knowledge encryption, stolen data is encrypted and useless without your master password. This is why master password strength matters.
Is the free version enough?
For one person, often yes. Teams usually need paid plans for shared vaults and admin controls.
We can help roll this out across your team, see our IT setup services.
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