How to Share Passwords and MFA Codes with Employees

How to Share Passwords and MFA Codes with Employees

Organizations should implement consistent cybersecurity practices to protect their businesses and employees. Password sharing is a common but risky practice in many workplaces that can leave companies vulnerable to a data breach.

Sharing passwords is sometimes unavoidable in the workplace, since many businesses often need multiple employees to access a single user account. In fact, 69% of employees have admitted to sharing passwords with colleagues at work, according to a study by Yubico and the Ponemon Institute.  

Fortunately, Keeper offers multi-factor authentication (MFA), role-based access controls and secure password-sharing capabilities to provide you with a safe way to send passwords. Keep reading to learn how to share passwords safely.

How to Securely Share Passwords Using Keeper

The Keeper password manager offers the best way to share passwords with your team. You can safely share confidential documents, Wi-fi passwords, records, folders and files with anybody using our platform. 

To securely share a password with another Keeper user, follow these steps:

  1. Go to your vault and select Options > Sharing.
  2. In the Add People tab, click the email address field and type in the Keeper user’s email address you want to share the record with. 
  3. Select the dropdown arrow to adjust their permissions. You can choose from Edit, Share, Edit & Share, Read Only or Transfer Ownership. Click Add

Screenshot of a user’s dashboard.

That’s it! The recipient will receive an email asking them to log in to their Keeper account to accept or deny the request. This step will not be necessary if you are using a Business or Enterprise account since the organization has already set an established sharing relationship. You can edit the account sharing settings by clicking on the dropdown arrow next to the recipient’s email address. 

Visit our document portal for more instructions on how to send passwords securely in Keeper. Need to share a password with someone who doesn’t have a Keeper account? Use our one-time password share feature

What Is Multi-Factor Authentication?

Multi-factor authentication (MFA) is a verification method where a user gains access to a network only after presenting multiple pieces of evidence to verify they are who they claim to be. Two-factor authentication (2FA) requires users to submit two pieces of evidence, while MFA requires users to provide at least two, and possibly more. According to Microsoft, enabling MFA can block over 99.9% of account compromise attacks. 

Examples of standard authentication methods include:

  • Confirmation through an app such as Google authenticator
  • Entering a verification code received through SMS text message 
  • Biometric authentication, such as a fingerprint scan or face ID

How to Turn on Multi-Factor Authentication in Keeper 

Immediately after creating a new Keeper account, a prompt will appear asking you to enable 2FA. If you do not enable it at this point, you can configure it later, through your vault settings. 

For business accounts, administrators can also enforce 2FA at the role level, allowing different policies to be set for different groups of users.

Setting up 2FA Through Your Vault

  1. Click your account email address.
  2. Select Security > Settings.
  3. Toggle Two-Factor Authentication.
  4. Select your method of choice.

Screenshot of 2FA options.

Our platform supports the following options (if you’re interested, see the links below):

Storing Two-Factor Codes

You can also store 2FA codes directly in your Keeper vault. Add the code into the vault record, which will automatically fill in when logging in to the web vault or browser extension. You can also store and manage TOTP/MFA codes for third-party applications. 

Advantages of Storing 2FA Codes in Keeper

There are many advantages to using the Keeper vault to store 2FA codes. Our vault: 

  • Is safer than SMS texts, which can be breached through SIM swapping
  • Saves time by autofilling your 2FA codes, so you don’t have to grab your phone

Use Keeper for Secure Password Sharing

Sharing passwords through email, text, Slack or even a sticky note can leave your team vulnerable to attacks. Cyberattackers may intercept these messages since these communication methods aren’t secure or encrypted. 

Keeper can help your team control who gets access to what. Whether it’s a password, folder or file, our sharing capabilities make it easier to share private information with teammates. 

Frequently Asked Questions 

What is an MFA code? 

A multi-factor authentication (MFA) code is a unique code that you receive through text, email or an authenticator application to verify your account. This code is a part of the MFA process when verifying your identity to gain access to an account or network. 

Craig Lurey

Craig Lurey is the CTO and Co-Founder of Keeper Security. Craig leads Keeper’s software development and technology infrastructure team. Craig and Darren have been active business partners in a series of successful ventures for over 20 years. Prior to building Keeper, Craig served at Motorola as a software engineer creating firmware for cellular base station infrastructure and founded Apollo Solutions, an online software platform for the computer reseller industry which was acquired by CNET Networks. Craig holds a bachelor’s degree in Electrical Engineering from Iowa State University.