Rolling out 1Password: tips for onboarding your team

Rolling out 1Password: tips for onboarding your team

Sarah Brown by Sarah Brown on

1Password Business has everything you need to encourage good password hygiene, manage access to data, and respond quickly to compromised accounts – all while saving time and boosting productivity.

Rolling out new software or processes can be a challenge, even when the change is for the best. Your employees will already have tactics for managing passwords, and no matter how ineffective or insecure they are, it can be difficult to break old habits.

To ensure that your rollout is a success, you’ll need to have a plan before inviting people to your team. We’ve got you covered.

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Choose owners and administrators wisely

Every team includes two important groups: owners and administrators. Only owners and administrators can recover account access for people who forget their Master Passwords, so it’s a good idea to have at least two account owners. If you ever lose access to your own account, a second account owner can help you get back in. Inviting another account owner to your team is the first step in implementing a recovery plan.

After you’ve added another owner, you can add additional administrators to help with account recovery and other management tasks. They can recover accounts but not manage your subscription or delete the team. They can be the go-to people for employees that have questions about getting started.

Make sure all owners and administrators understand their responsibilities and will help people adopt and embrace 1Password. After they’re in place and ready to help with the rollout, you can start onboarding the rest of your team.

Start with a small pilot group

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Roll out 1Password to a pilot group first. This will allow you to train a handful of people who can assist with the company rollout. It also gives you a chance to develop and fine-tune your 1Password workflow without overwhelming the entire team.

Your pilot group should include people from different areas of the company. If some of your employees already use 1Password, it’s a good idea to involve them at this stage. We know it can be a challenge to get buy-in for new software, so having 1Password advocates in different departments will help.

Once they’re up and running, these employees will be excited to show others how they use 1Password to save time and secure their data.

Help your team learn

Your small pilot group can now become your advocates! This group will encourage their team members to adopt 1Password and field any questions they have. The 1Password Support site has resources that will help them quickly become experts:

Then you can organize drop-in sessions or times when people can visit IT for training or assistance.

When your employees understand how 1Password fits into their workflow, adoption rates will soar and they’ll wonder how they ever managed passwords without it. After all, 1Password exists to make their lives easier, not harder.

Let your vaults grow

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The best way to use 1Password is to add information as you go. There’s no need to overwhelm your team by making them do it all at once. For example, 1Password will offer to save passwords when you sign in to websites during the course of a day, so you don’t need to add them manually.

Your employees can use their Private vault to store their own work logins and the Shared vault for information required by the whole team. They can even use vaults to store and share documents – it’s much safer than email.

It won’t take long until your team outgrows the Shared vault. That’s a good thing. Additional vaults help you organize your data and control what each employee has access to. You can create new vaults and share them with specific people. You might create vaults based on projects, office locations, departments, functions, and even access levels. There’s no limit to the number of vaults you can create, so get creative – and productive.

Team up, group together

With 1Password Business, you can create custom groups to help you organize your team and the vaults they have access to. You can also delegate administrative roles, like the ability to recover accounts or invite people to your team.

Custom groups are all about flexibility: there are no limits to the size of a group, the number of groups you create, or how many each person can belong to. You can even appoint group managers, enabling your team to run itself.

If you’re not sure where to start, use your company structure for inspiration. Like vaults, you may want to create groups based on projects, departments, locations, functions, or access levels.

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Listen to your team

Like any new tool, there’s bound to be a learning curve. But it shouldn’t be a steep one. If you support your team and listen to their feedback, you can create an even better experience for everyone involved.

Sarah Brown

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