Best Team Password Management Tools

Users frequently forget passwords, use the same password for everything they need to log into and try to hold on to the same passwords for as long as possible.

Gartner Group studies estimate that 20 to 50 percent of all Help Desk calls are for password resets. Sorting out a coherent corporate password policy and introducing controls to enforce and support it will slash your password-related costs.

One very easy way to reduce calls to the Help Desk is to make a self-service portal available so that users can reset their passwords themselves. This measure also cuts out the delay that forces staff to waste time trying to remember a password and mistyping it.

Here is our list of the eleven best team password management tools:

  1. ManageEngine ADSelfService Plus EDITOR’S CHOICE This service improves the usability of Active Directory and automates password resets. Available for Windows Server, AWS, and Azure. Start a 30-day free trial.
  2. ManageEngine Password Manager Pro (FREE TRIAL) This software package offers four levels of password management service to cater to businesses of all sizes. Runs on Windows Server, Linux, AWS, and Azure. Get a 30-day free trial.
  3. N-able Passportal A combined password and document manager delivered from the cloud.
  4. IT Glue A cloud-based password and document management platform.
  5. Hypervault Flexible password management system for teams or MSPs serving clients.
  6. Keeper A password manager and vault that runs on windows.
  7. Bitwarden Free, open-source password manager with a secure vault. It runs on Windows, Linux, and MacOS.
  8. Dashlane Business Easy-to-use password manager that runs on Windows, MacOS, iOS, and Android.
  9. Zoho Vault Cloud-based password manager from a leading business software provider.
  10. Passbolt Free on-premises open-source password management software or a paid hosted version.
  11. LastPass Unifies LDAP and Active Directory in one password management interface.

A comprehensive team password management tool will give you automated procedures for password generation, policy setting, policy enforcement, and user access monitoring.

Shortlisting team password management tools

There are some very good password management tools available and many of them are designed with data protection standards in mind. If your business has to comply with standards such as HIPAA or PCI-DSS, you will need to have an effective password manager that includes auditing and reporting functions to help you prove compliance to the standard.

Unfortunately, researching all of the password management services on the market can be time-consuming. However, we have done that work for you, reducing the time you need to make a choice with a shortlist.

The best team password management tools

Our methodology for selecting a team password management tool  

We reviewed the market for team password management systems and analyzed tools based on the following criteria:

  • A service that unifies the management of system and application credentials
  • Options to place passwords on individual files
  • The ability to share passwords on files and directories
  • Encrypted password vault
  • Collaboration features, tracing activity
  • A demo system, a free trial, or a free version for a no-obligation assessment
  • Value for money that provides useful, affordable tools

With these selection criteria in mind, we identified a number of worthwhile team password management tools that are affordable and easy to use.

You can read more about each of these options in the following sections.

1. ManageEngine ADSelfService Plus (FREE TRIAL)

ManageEngine ADSelfServcie Plus

ManageEngine ADSelfService Plus partners with Active Directory to improve password management within the access rights management framework. The tool is able to roll out password changes to multiple AD domain controllers including those for cloud services, such as Microsoft 365 and Google Workspaces.

Key Features

  • Unifies password management
  • Single sign-on
  • User self-service password resets
  • Cloud platform and on-premises passwords
  • Account takeover monitoring

The ADSelfService Plus package takes care of all password-related issues. It provides a login screen that can be presented as the unlock screen for a desktop. Once the system credentials have been entered, the tool allows a single sign-on strategy, so the user doesn’t have to log in again when opening authorized applications.

The dashboard for ADSelfService Plus provides password functionality that is difficult to implement directly through the Active Directory interface. This includes features such as password strength policy enforcement and the imposition of multi-factor authentication. The settings you specify in the ADSelfService Plus screens get pushed through to all AD domain controllers behind the scenes.

The ADSelfService Plus interface for users includes a utility to allow the user to instigate a password reset. The mechanisms for this password change are implemented automatically behind the scenes by ADSelfService Plus. Changes are updated in all of the business’s AD domain controllers, ensuring consistency.

The package includes user credentials issue tracking and will raise an alert for an account that experiences excessive failed login attempts. This situation could indicate an account takeover brute force credentials cracking attack and needs technician action. The system also provides reports for account activity.

Pros:

  • A self-service portal for user-requested password resets
  • Password coordination across domain controllers
  • Single sign-on environment
  • Multi-factor authentication options

Cons:

  • No managed SaaS version

The software for ADSelfService Plus installs on Windows Server and you can also add it to an account with AWS and Azure through the marketplaces of those platforms. You assess this package with a 30-day free trial.

EDITOR'S CHOICE

ManageEngine ADSelfService Plus is our top pick for a team password management tool because it gives you better control over password issues than the Active Directory interface. The system cuts down the workload on your Help Desk by letting users reset their passwords themselves through the portal. ADSelfService Plus offers other password management features, such as the use of 2FA, password strength enforcement, and single sign-on coordination across AD domain controllers.

Official Site: https://www.manageengine.com/products/self-service-password/download.html

OS: Windows Server, AWS, and Azure

2. ManageEngine Password Manager Pro (FREE TRIAL)

ManageEngine Password Manager Pro

ManageEngine Password Manager Pro is a comprehensive package for centralized password management. A higher edition allows these passwords to be securely and confidentially transferred between sites and there are also versions available for managed service providers (MSPs).

Key Features:

  • Integration with Active Directory and LDAP
  • Privileged account credential security
  • Mass password resets
  • Remote distribution

A nice feature in this corporate service is a credentials discovery service. It will scour local stores of credentials and gather their records into its own system. This discovery process is able to examine systems running Windows, Linux, and VMWare for credentials. Although the discovery system doesn’t extend to macOS and Unix systems, it is possible to manually transfer these systems into the Password Manager Pro database.

Credentials can be imported from third-party systems via CSV files or by direct interfacing, where available. For example, Password Manager Pro has an integration with KeePass for credentials transfers.

The credentials vault in the Password Manager Pro package is protected by AES-256 encryption. The vault is a secured storage space for a range of important objects, with categorized directories for security certificates, confidential documents, and intellectual property.

Password management functions can be launched in bulk, such as resets or quotes, reclassification, or grouping. The storage space is protected by graded access accounts and activity logging. Security monitoring has integrated alerts that will notify you if unexpected access events occur.

Pros:

  • Access activity security monitoring
  • Alerts on changes to vault values
  • Secure credentials distribution
  • High-grade encryption for the password vault

Cons:

  • Not a SaaS package

Password Manager Pro is available in four plan levels. The first of these is Free, which is limited to serving ten devices. The three paid plans are also available in multi-tenant versions for managed service providers. The software for the ManageEngine system installs on Windows Server, Linux, AWS, and Azure. You can get a 30-day free trial of Password Manager Pro.

ManageEngine Password Manager Pro Start 30-day FREE Trial

3. N-able Passportal

N-able Passportal

Passportal is a recent acquisition of N-able, which is a leading provider of IT infrastructure management software. This cloud-based service includes a password manager and a secure document manager.

Key Features

  • Manage Active Directory and LDAP
  • Front end for multiple access rights managers
  • Designed for MSPs
  • Self-service portal add-on
  • Secure password vault

The password management part of the suite can interface with the Active Directory implementation on your site, and also on any cloud services that you use, such as Azure or Office 365. Passportal is not limited to interfacing with Active Directory.

The Passportal package is marketed as a service for MSPs. The idea is to provide those managed service providers with another service that they can add on to their existing menu. The Passportal platform is multi-tenanted, allowing each end client to access their password services directly without having to go through the MSP. This division is particularly important with one of the facilities included in the Passportal Blink plan, which is a self-service utility.

The documentation manager that is included with the package can be used by the MSP to set up a knowledge base system that informs the users on the systems that it manages on how to solve problems themselves, including how to use the password self-service portal.

Other utilities in the core password manager include the discovery of password-protected applications on the client system, enforced password rotation, a password generator, an encrypted password vault, and access limitation to the Dashboard for junior technicians. All access to the password system is logged and so are all access attempts to the protected applications.

Pros:

  • Supports automatic Active Directory sync via LDAP
  • Can run access audits to easily identify internal changes made during a period of time
  • Supports compliance reporting to identify weak passwords and force changes base on policy
  • Users generate their own encryption key, securing their cloud data from third parties, including Passportal

Cons:

  • Smaller networks may not benefit from the MSP/enterprise-specific tools Passportal offers

Passportal is charged for by subscription, paid monthly in advance. You can register to see the demo of the product in action.

4. IT Glue

ITGlue

IT Glue is a very close competitor to Passportal and has a very similar profile. This is a cloud-based platform that is aimed at MSPs. The service is owned by Kaseya, which produces MSP RMM and PSA software. This password manager is coupled with a secure document manager.

Key Features

  • Designed for MSPs
  • Part of Kaseya group
  • Secure password locker
  • Unifies multiple access rights managers

The password manager is able to interface with Active Directory and includes access tracking. The tool can identify at-risk passwords without disclosing them to technicians. The system includes a secure cloud-located password vault. Audit logs record access to each protected application and to the IT Glue password system itself.

An add-on that is available with the tool is called MyGlue. This tool is aimed at IT departments that want to manage their own passwords. This can be offered as a pass-through service by MSPs or bought directly by individual companies instead of the full IT Glue system.

Pros:

  • Works well in MSP environments as well as in mid-size organizations
  • Offers a robust library of templates to get started quickly
  • Manages documentation as well as credentials

Cons:

  • If fairly extensive and can take time to fully explore all of IT Glue’s options and add-ons

IT Glue is paid for by subscription charged per user per month. There are three editions of the service: Basic, Business, and Enterprise. Password management is included in all of them.

5. Hypervault

Hypervault

Hypervault is a comprehensive password manager that covers access credentials for a long list of IT resources. This is a cloud-based service that is suitable for IT support departments and managed service providers.

Key Features

  • Cloud-based system
  • Unifies different credentials management systems
  • White-labeled for MSPs

The Hypervault system is specifically designed to cater to team password management. That means teams of any size. The management console allows passwords to be grouped by categories and then applications are allocated to each type.

The interfacing and conventions of different resources each dictate their own conventions. Hypervault overcomes these differences by deploying templates. Each template automates access to the password system of each related resource. It then pulls the management of those passwords into the Hypervault Dashboard in a common format. The templates mediate between the Hypervault standard procedures and the conventions of each system that it manages.

Passwords are stored in a secure database, which is protected by encryption. Access to the password manager can optionally be secured by two-factor authentication.

The Hypervault dashboard can be white-labeled, enabling you to put your company’s name and logo on every screen of the dashboard. That branding extends to the reports that you can get from the tool.

Pros:

  • Supports white labeling, great for MSPs
  • Supports two-factor authentication options
  • Great interface, easy to find what you need quickly

Cons:

  • 7-day trial is short, would like to see a longer trial period

Hypervault is charged on a subscription basis with fees levied per user per month. The prices get lower for subscribers with larger numbers of users. There are three divisions of user group sizes. Those who pay yearly get a 10 percent discount on their bills. You can get a 7-day free trial of Hypervault.

6. Keeper

Keeper Enterprise

Keeper Security produces a range of password protection and cybersecurity systems both for personal and business use. The Keeper Team Password Manager is a great tool for businesses that have a lot of access credentials to track and keep secure. As a cybersecurity systems producer, Keeper Security made sure to build intrusion protection into its password manager.

Key Features

  • Includes intrusion detection
  • Multiple site supervision
  • Guards against account takeover

As well as regular password management, the system tracks access credential usage to look for insider threats and hijacked accounts.

Under the Keeper system, each team member is given secure, password-protected storage space. Shared documents and other files can be accessed by personalized passwords, which identifies each access event to an individual user. So, Keeper adds an extra layer of password protection to data sources rather than managing the password systems of resources.

Pros:

  • Offers actively managed security for its password manager
  • Can identify and alert to account takeovers
  • Offers detailed auditing

Cons:

  • Only available as a SaaS subscription model

Of the five editions of Keeper, two are aimed at businesses: Business and Enterprise. This is a cloud-based service and priced on a subscription model with charges levied per user per month, although it is billed annually. You can get a free trial of Keeper’s Business edition that lasts for 14 days.

7. Bitwarden

Bitwarden

Bitwarden is open source software and it is free to download and install for personal use. Businesses have to pay. This software runs on Windows, Linux, and macOS. There are access apps for iOS and Android devices. The system centers on a password vault and a password manager.

Key Features

  • Free to use
  • Available for Windows, macOS, and Linux
  • Apps for iOS and Android

The password manager enables the distribution of passwords to team members. It enables administrators to create user groups and departmental password policies. It is also possible to introduce multi-factor authentication on user accounts.

It is possible to synchronize data in the Bitwarden password manager with records held in Active Directory, LDAP, Azure, G Suite, and Okta.

The Bitwarden system also protects file storage. Users who want to share a document can issue access credentials to their collaborators, making access to the file recordable and limited to authorized colleagues.

Pros:

  • Free for personal use, paid version available for businesses
  • Supports Windows, Mac OS, and Linux operating systems
  • Can sync with Active Directory via LDAP

Cons:

  • The desktop app is fairly barebones
  • Could use more support options

Bitwarden’s system for businesses and team password management is available in two editions: Teams and Enterprise. The Teams plan has a minimum user group of five but there is no minimum on the Enterprise plan. The Team plan includes 1 GB of cloud storage, which is secured with encryption. Bitwarden is available on a free trial for teams.

8. Dashlane Business

Dashlane Business

Dashlane is a password protection system and it is available for businesses to create team access rights. The system is hosted in the cloud but accessed through a downloadable app. There are apps available for Windows, MacOS, iOS, and Android.

Key Features

  • Cloud-hosted
  • Password generator
  • Autofill

The Dashlane Business system includes a strong password generator and a form to enable an administrator or the end-users to change passwords. The system also includes an autofill feature so users don’t have to enter the complicated passwords created by the generator. There is a choice of multi-factor authentication systems that can be applied to access.

The service includes a password locker and also secure cloud storage for protected files. Users can upload files to the storage area and then grant access to colleagues. The storage space is divided so that there is an area for the business and then a personal space for each user.

Dashlane Business includes more security features beyond password protection. It also monitors web pages for malicious content before allowing it to load in the browsers of users. Account services can be accessed from anywhere, across devices.

Pros:

  • Available cross-platform for Windows, Mac OS, iOS, and Android
  • Supports autofill for convenient website access without copying and pasting
  • Built-in password generator makes it easy to pick new secure credentials

Cons:

  • Would like to see better support for browser-based features, these often break with new updates from their creators

The service is charged per user per month on a subscription basis. Dashlane offers a free trial of its Business service.

9. Zoho Vault

Zoho Vault

Zoho produces some very popular business software and it makes most of its products available from the cloud. Zoho Vault is one of the company’s online services. The system caters to the management of passwords for teams.

Key Features

  • Cloud-based
  • Accessed through browsers or mobile apps
  • Secure password vault

In Zoho Vault, all passwords are stored securely on the Zoho servers. The vault is protected by 256-bit AES encryption. The password system also auto-fills password fields for users and includes the ability to share passwords for files and folders in order to facilitate collaboration. All user actions are logged for auditing.

The process to allocate passwords to individuals and groups is straightforward and they can just as easily be revoked. The Zoho Vault system integrates with many other access rights systems, such as Active Directory, Office 365, Azure AD, and Google. This enables you to set your password policies in Zoho Vault and roll out the actions taken in Zoho Vault to other access rights management systems used by the company.

The Zoho Vault password management system can be accessed through a browser or apps for iOS and Android devices.

Pros:

  • Focused on password management for teams, great for shared online accounts
  • Supports auto-filling on web-based applications
  • Integrates with popular platforms such as Office 365, Azure AD, and G Suite

Cons:

  • Would like to see better support for browser-based features, these often break with new updates from their creators

10. Passbolt

Passbolt

Passbolt is free for on-premises hosting but there are also paid higher versions and a paid cloud-based service. The password system for users integrates into email, browsers, and chat systems to autofill passwords where demanded.

Key Features

  • On-premises or cloud-hosted
  • On-premises for free
  • Secure password vault

Passwords can be allocated to individuals and groups and there are facilities for secure password sharing built into the system. The base plan is called Community. The Business and Enterprise editions include synchronization with Active Directory and LDAP systems. The higher plans also include facilities to implement multi-factor authentication. Those versions also include access logging and system auditing.

Pros:

  • Free for on-premise installations
  • Integrates with Active Directory via LDAP
  • Supports multi-factor authentication options

Cons:

  • Would benefit from a longer trial

The on-premises software runs on Debian and CentOS Linux and can be run on other operating systems through a virtual machine via Docker. The cloud version of Passbolt is available on a 14-day free trial.

11. LastPass Teams

LastPass Teams

LastPass offers an edition for team password management, called LastPass Teams. The smart-looking console of the system allows administrators to create and remove passwords for users. The system includes safe password sharing and secure storage space with shared and private password-protected folders.

Key Features

  • Team password management
  • Cloud-based
  • Activity tracking

Pros:

  • Sleek front end and admin console
  • Tracks logins and login attempts through auditing features
  • Supports safe password sharing and individual protected folders

Cons:

  • Would benefit from a longer 30 day trial

This system is a cloud-based service, which means that it can be accessed from any internet-connected device. LastPass Teams is available in a 14-day free trial.

Selecting a team password management tool

There are lots of team password management systems available on the market. Hopefully, our shortlist will give direction to your search and help you save time assessing all of the products on the market.

Reading through the descriptions of the services on our list, you have probably already narrowed down your selection to one or two options. Take advantage of the free trials that many of the team password management tools on our list offer to make your final choice.

Team password management tools FAQs

How do you manage team passwords?

Team password management is a little different to the password management measures that can be used by individuals because, to prevent insider threats, passwords should be hidden from the user. Here are seven criteria you should look for when choosing a team password manager:

  • Centralized password storage
  • Reconciliation with corporate access rights managers
  • Networked distribution of passwords
  • Automatic instantiation of credentials
  • Obscuring credentials from the user
  • Encryption for password vault storage
  • Secure connections for password distribution

Where do you store team passwords?

The important mechanism for storing team passwords is a password vault. This should be encrypted and be impossible to read by the administrator. Individual passwords should be instantiated within access systems, such as browsers. This action should be implemented automatically and the storage of those passwords within the application should be blocked. These measures are designed to prevent individuals from seeing passwords, which they could then accidentally disclose, choose to sell, or take with them when they leave to work for a rival business.

What are four 4 best practices for passwords?

Password Best Practices include:

  • Regularly change passwords
  • Don’t use the same password for every system that you access
  • Don’t write down passwords or store them in a plain text file on your computer
  • Use a password vault