Password encryption is the number one component of password security. TeamPassword encrypts passwords with state-of-the-art technology to keep passwords safe.

Password encryption is the number one component of password security. TeamPassword encrypts passwords with state-of-the-art technology to keep ...

What is password encryption and how much is enough?

What is password encryption and how does it work?

Nonprofits face unique constraints that make software choices more consequential than in most businesses. Budget pressure, shared access, volunteer turnover, and compliance needs mean tools must be affordable, secure, and simple to manage from day one. After all, every dollar spent on overhead is one less that goes to serving your cause.
Here are 14 easy-to-use and low-cost essential software packages that your nonprofit can use today.
TeamPassword is the best password manager available for your nonprofit. Don&rsquo;t believe us? <a href="https://app.teampassword.com/signup" target="_blank" rel="follow noopener">Sign up for our free trial to unlock 30% off your first year today and try for yourself.</a>
<h2>Nonprofit organizations have different software needs</h2>
Nonprofits operate under structural constraints that shape every technology decision. Software must support collaboration and accountability without introducing high costs or administrative overhead.
<h3>Limited budgets and pressure to justify every dollar</h3>
Nonprofits must justify every expense to boards, donors, and grant providers. Software that appears inexpensive in isolation can become difficult to defend when multiplied across staff, volunteers, and programs.
As a result, nonprofits favor tools with free tiers, nonprofit discounts, or flat pricing that scales slowly. Cost predictability often matters more than advanced features.
<h3>High turnover and shared access to critical accounts</h3>
Many nonprofits rely on volunteers, contractors, or part-time staff who rotate frequently. This creates a constant need to <a href="https://teampassword.com/blog/prevent-password-theft-from-ex-employees" target="_blank" rel="noopener noreferrer">grant and revoke access to shared systems</a> without disrupting operations.
It also necessitates the easy-to-use options. Since volunteers might not have pre-existing skills, and training budgets are limited or non-existent, often the best choice is the most intuitive and not the one with the most features.
<h3>Compliance, transparency, and donor trust</h3>
Nonprofits are expected to maintain clear records and defensible processes. Donors and regulators want assurance that data, funds, and decisions are handled responsibly.
Software that supports audit trails, clear permissions, and consistent documentation helps nonprofits maintain trust while reducing administrative risk.
<h2>A practical nonprofit software stack built around free and low-cost tools</h2>
Nonprofits do not need complex or expensive systems to operate effectively. They need reliable tools that solve real operational problems, work well together, and remain affordable as the organization grows.
Here are 14 essential software categories most nonprofits rely on:
<ol>
<li><a href="https://teampassword.com/blog/what-is-a-password-manager" target="_blank" rel="noopener noreferrer">Password manager and secure credential sharing</a></li>
<li>Office productivity and collaboration tools</li>
<li>Constituent relationship management software</li>
<li>E-signature and document workflow software</li>
<li>Fundraising and donation management tools</li>
<li>Event registration and ticketing software</li>
<li>Point of sale software for in-person donations</li>
<li>Email marketing and supporter communication</li>
<li>Project and task management software</li>
<li>Accounting and bookkeeping software</li>
<li>Volunteer management platforms</li>
<li>Social media management software</li>
<li>Website builders and donation page tools</li>
<li>File storage and collaboration platforms</li>
</ol>
Each category includes at least one free or low-cost option that meets core needs without adding unnecessary cost or complexity.
<h3>Password manager and secure credential sharing</h3>
Nonprofits rely heavily on shared accounts for banking portals, donor platforms, social media, email marketing tools, and vendor services. When <a href="https://teampassword.com/blog/how-to-safely-share-passwords-with-coworkers" target="_blank" rel="noopener noreferrer">passwords are shared</a> informally through email, chat, or documents, access quickly becomes fragmented and insecure, especially as volunteers and staff rotate in and out.
TeamPassword is a low-cost password manager designed specifically for teams that need to share access safely, making it <a href="https://teampassword.com/blog/best-password-manager-for-nonprofits" target="_blank" rel="noopener noreferrer">the best password manager for nonprofits</a>. It allows nonprofits to centralize credentials, control permissions, and remove access instantly without changing passwords or disrupting operations.
Here are some key benefits of TeamPassword:
<ul>
<li><a href="https://teampassword.com/blog/what-is-password-vaulting" target="_blank" rel="noopener noreferrer">Secure shared vaults</a>: TeamPassword allows teams to access shared accounts without revealing the actual passwords to individual users. This can save your nonprofit money overall by allowing volunteers to share licenses of other pricy software.</li>
<li>Role-based permissions: Access can be limited by role, department, or project so users only see what they need, keeping your donors&rsquo; data secure.</li>
<li><a href="https://teampassword.com/blog/how-to-audit-passwords" target="_blank" rel="noopener noreferrer">Clear audit visibility</a>: Activity logs show who accessed credentials and when, supporting accountability and internal controls and helping you eliminate underutilized software from your budget.</li>
<li>Fast onboarding and offboarding: New volunteers and staff gain access quickly, and departing users can be removed instantly.</li>
<li><a href="https://teampassword.com/blog/cheapest-password-managers" target="_blank" rel="noopener noreferrer">Low, predictable pricing</a>: Flat, affordable pricing makes TeamPassword accessible for nonprofits without enterprise budgets.</li>
</ul>
<h3>Office productivity and collaboration tools</h3>
Nonprofits create and manage a constant flow of documents, spreadsheets, and presentations. Grant applications, budgets, board materials, and internal policies all require tools that support collaboration without complex setup or licensing overhead.
<a href="https://workspace.google.com/intl/en_ca/" target="_blank" rel="noopener noreferrer">Google Workspace</a>, including Docs, Sheets, and Slides, is the strongest free option for most nonprofits. They support real-time collaboration, autosave, version history, and easy sharing. The tools are widely understood, reduce training needs, and integrate cleanly with email and file storage.
<h3>Constituent relationship management software</h3>
Tracking donors, volunteers, partners, and beneficiaries is essential for continuity and accountability. Without a CRM, information becomes scattered across spreadsheets, inboxes, and individual memory, which increases risk as staff and volunteers change.
<a href="https://www.hubspot.com/nonprofits" target="_blank" rel="noopener noreferrer">HubSpot CRM</a> offers a robust free tier that covers contact management, notes, and basic reporting as well as special pricing for nonprofits. For nonprofits that need more customization, Zoho CRM provides a low-cost alternative with <a href="https://www.zoho.com/nonprofits/" target="_blank" rel="noopener noreferrer">nonprofit-friendly pricing</a> and scalable features.
<h3>E-signature and document workflow software</h3>
Nonprofits regularly need signed agreements for volunteers, vendors, partners, and internal governance. Manual signing slows processes, increases errors, and creates storage challenges that complicate audits and reporting.
<a href="https://www.signtime.com/" target="_blank" rel="noopener noreferrer">SignTime</a> provides legally valid electronic signatures at a cost that fits nonprofit budgets. It simplifies document workflows, maintains audit trails, and eliminates printing and scanning while supporting compliance requirements across common nonprofit use cases.
<h3>Fundraising and donation management tools</h3>
Digital fundraising supports sustainability by making it easy for supporters to give when motivation is high. Donation tracking and receipts are also critical for transparency and donor trust.
<a href="https://givebutter.com/" target="_blank" rel="noopener noreferrer">Givebutter</a> offers a free platform with donation pages, campaigns, and donor tracking supported by transaction fees. Donorbox is another low-cost option that integrates easily with existing websites and supports recurring donations.
<h3>Event registration and ticketing software</h3>
Events remain a core channel for fundraising, outreach, and community engagement. Manual registration processes create friction for attendees and staff alike.
Eventbrite provides a free option for no-cost events and simple paid ticketing as well as a <a href="https://www.eventbrite.ca/help/en-ca/articles/585157/can-my-nonprofit-or-charity-get-lower-fees-for-our-events/" target="_blank" rel="noopener noreferrer">special nonprofits paid tier</a>. Givebutter also supports event registrations tied directly to fundraising campaigns, which works well for nonprofit-hosted gatherings and benefit events.
<h3>Point of sale software for in-person donations</h3>
Many nonprofits collect donations at events, pop-ups, and community spaces. Cash-only systems limit contributions and increase reconciliation work.
<a href="https://squareup.com/us/en/services/nonprofit" target="_blank" rel="noopener noreferrer">Square</a> offers free point of sale software with affordable hardware and simple reporting. It supports card and contactless payments, issues digital receipts, and integrates smoothly with fundraising workflows.
<h3>Email marketing and supporter communication</h3>
Email remains one of the most effective channels for donor engagement and volunteer coordination. Consistent communication helps maintain relationships and encourage repeat involvement.
<a href="https://mailchimp.com/help/about-nonprofit-discount/" target="_blank" rel="noopener noreferrer">Mailchimp</a> provides a free tier suitable for small lists and basic campaigns as well as a 15% discount on paid tiers for nonprofits. <a href="https://www.brevo.com/blog/email-marketing-for-nonprofits/" target="_blank" rel="noopener noreferrer">Brevo</a> offers another low-cost option with strong transactional email support, making both platforms accessible for growing nonprofits.
<h3>Project and task management software</h3>
Nonprofits often manage multiple programs with limited staff and geographically distributed contributors. Without clear task ownership, important work can stall or be duplicated.
Notion offers a free, visual system for organizing tasks and projects. Its boards and cards are easy to understand, require little training, and work well for teams with mixed technical experience. <a href="https://www.notion.com/nonprofits" target="_blank" rel="noopener noreferrer">Notion</a> also offers a 50% discount on paid tiers for nonprofits.
<h3>Accounting and bookkeeping software</h3>
Financial transparency is central to nonprofit credibility. Accurate records support audits, grant reporting, and informed decision-making.
<a href="https://www.waveapps.com/accounting/nonprofit" target="_blank" rel="noopener noreferrer">Wave Accounting</a> provides free tools for income and expense tracking, invoicing, and reporting. It is well suited for small nonprofits that need clear financial visibility without the cost of full accounting suites.
<h3>Volunteer management platforms</h3>
Volunteers are essential to many nonprofits, but coordinating schedules and responsibilities can be complex. Manual systems increase no-shows and burnout.
<a href="https://www.signupgenius.com/how-to-use/nonprofit-volunteer-management" target="_blank" rel="noopener noreferrer">SignUpGenius</a> offers a free option for managing volunteer sign-ups and schedules. It reduces administrative effort while giving volunteers clarity about expectations and commitments.
<h3>Social media management software</h3>
Social platforms help nonprofits build awareness and engage supporters. Managing posts manually across channels consumes time and increases inconsistency.
<a href="https://buffer.com/nonprofits" target="_blank" rel="noopener noreferrer">Buffer</a> provides a free plan that allows scheduling posts and reviewing basic performance metrics. It simplifies content planning and helps maintain a steady online presence. It also offers a 50% discount for non-profits
<h3>Website builders and donation page tools</h3>
A nonprofit website serves as a public trust signal and a primary entry point for donors and volunteers. Poor usability can undermine credibility.
<a href="http://wordpress.com" target="_blank" rel="noopener noreferrer">WordPress.com</a> offers a free starting point with customizable themes and basic SEO tools. It supports content publishing and integrates with donation platforms as needs evolve.
<h3>File storage and collaboration platforms</h3>
Nonprofits need secure, centralized access to documents across staff and volunteers. Local storage creates silos and increases the risk of data loss.
<a href="https://www.google.com/nonprofits/" target="_blank" rel="noopener noreferrer">Google Drive</a> provides free cloud storage with permission controls and version history. It supports collaboration across devices and integrates naturally with Google productivity tools.
<h2>TeamPassword is an essential part of every nonprofit software stack</h2>
Every tool in a nonprofit software stack depends on secure access. Email platforms, fundraising systems, financial tools, and social media accounts all rely on shared credentials that must remain protected as people join and leave the organization.
TeamPassword provides the foundation that makes this stack safe and manageable. By enabling secure sharing, clear permissions, and fast access changes at a low cost, TeamPassword helps nonprofits protect their systems, <a href="https://teampassword.com/blog/cybersecurity-threats-for-nonprofits" target="_blank" rel="noopener noreferrer">prevent cyberattacks</a>, save money on other costly software, and operate with confidence as they grow.
TeamPassword is the best password manager for nonprofits. Don&rsquo;t believe us? <a href="https://app.teampassword.com/signup" target="_blank" rel="noopener noreferrer">Sign up for a 14-day free trial</a> today and try for yourself.

This guide to the essential software for nonprofits covers budget-friendly tools for teams, donors, and operations. Learn what matters most and take a look.

This guide to the essential software for nonprofits covers budget-friendly tools for teams, donors, and operations. Learn what ...

14 essential software packages for nonprofits (low-cost options only)

<article>
As a manager, your schedule is already overflowing. Between strategy meetings, personnel management, and putting out daily fires, finding time for proactive IT security feels nearly impossible. Often, <a href="https://teampassword.com/security" rel="follow noopener" target="_blank">security</a> becomes something you only think about when there is a crisis.
But reliance on a "set it and forget it" approach to team access creates dangerous blind spots. A contractor leaves but still has the Google Drive password. An intern changes departments but keeps admin access to the company Twitter account. Over time, these small gaps compound into significant vulnerabilities.
The good news is that you don't need to perform a deep-dive forensic analysis every week to stay safe. Consistency beats intensity. A standardized, high-level scan conducted once a month can prevent an estimated 90% of common security lapses caused by human error and neglect.
Put a recurring 15-minute block on your calendar for the 1st of every month (5 minutes for the review, 10 minutes for coffee), and use this checklist to maintain a tight security perimeter.
<h2>1. The "Offboarding" Check (1 Minute)</h2>
Goal: Ensure no former employees retain access.
The most common security weakness in growing companies is "orphan accounts"&mdash;active accounts belonging to people who no longer work there. These are prime targets for attackers because no one is monitoring them.
<ul>
<li>Review Active Users: Open your main Team Member or User list in your password manager or primary identity tool.</li>
<li>Identify Leavers: Scan the list against mental notes of recent departures. Are there contractors whose projects ended last week? Employees who left in the last 30 days?</li>
<li>Action: If found, offboard them immediately. In TeamPassword, removing them automatically revokes their access to all shared groups and credentials instantly.</li>
</ul>
<img src="https://cdn.buttercms.com/Q7wSEusR6yxZH0sLwBrP" alt="undefined" width="862" height="433">
TeamPassword's People view. Click Edit to remove a user.
<h2>2. The "Anomaly" Scan (2 Minutes)</h2>
Goal: Spot unusual behavior using the <a href="https://teampassword.com/blog/activity-log-security-compliance" rel="follow noopener" target="_blank">Activity Log</a>.
You aren't looking to spy on your employees; you are looking for patterns that don't make sense. A quick glance at the high-level actions in your Activity Log can reveal red flags before they become incidents.
<ul>
<li>Filter by Action: Don't look at everything. Filter your Activity Log specifically for high-risk actions like "Deletions" or bulk "Exports."</li>
<li>Check Volumes and Times: Did one user export the entire client database at 11:30 PM on a Saturday? Did someone delete 15 critical passwords in a row on a Tuesday morning?</li>
<li>Action: If you see a spike in activity that doesn't match a known work project, send a quick, neutral message to that user to verify the intent. (e.g., "Hey, saw a bulk export on the weekend, just making sure that was you preparing for the Monday audit?") <img src="https://cdn.buttercms.com/mbSZNLgqSIuWeEtjzf4U" alt="undefined" width="836" height="234"></li>
</ul>
<h2>3. The "Keys to the Castle" Check (1 Minute)</h2>
Goal: Protect your most critical assets by enforcing "<a href="https://teampassword.com/blog/what-is-the-principle-of-least-privilege" rel="follow noopener" target="_blank">least privilege</a>."
Not everyone needs access to everything. Access creep happens when temporary permissions are granted for a specific project but never revoked once the project ends.
<ul>
<li>Select Critical Groups: Filter your view for your most sensitive groups, such as "Admin," "Financial Banking," or "Exec Social Media."</li>
<li>Verify Membership: Look at the list of people in those groups. Does the summer marketing intern still have access to the corporate bank login? Does a junior developer have production database access they no longer need? <img src="https://cdn.buttercms.com/vLo1Eed4RoiGLbWOulPY" alt="undefined" width="764" height="433"></li>
<li>Action: Downgrade access immediately for anyone who has moved teams or no longer requires high-level clearance to do their daily job.</li>
</ul>
<h2>4. The "Health" Check (1 Minute)</h2>
Goal: Ensure hygiene in credential management.
Old passwords are inherently risky. If a service you use suffered a data breach two years ago, and you haven't changed that password since, you are vulnerable to credential stuffing attacks.
<ul>
<li>Sort by Date: Look at your organization's most frequently used logins.</li>
<li>Identify Stale Passwords: Check the "last modified" date. Are you still using a password created 3 years ago for your main info@ email account?</li>
<li>Action: You don't need to change everything today. Just flag one or two critical, outdated passwords to be rotated (updated) this week.</li>
</ul>
<hr>
<h3><img src="https://cdn.buttercms.com/isOsG01EQMO9K6Bvh6GF" alt="undefined" width="834" height="455"></h3>
Feel free to right-click and save this image for future reference
<h3>Small Habits, Big Security</h3>
Security isn't a destination; it's a habit. By dedicating just five minutes a month to this review, you shift your posture from reactive to proactive. You gain the peace of mind that comes with knowing your perimeter is secure, your team has the access they need (and nothing more), and you aren't leaving doors unlocked for former employees.
Stop reading and set a recurring calendar appointment for the first of the month right now. Your future self will thank you.
Don't have a password manager? <a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">Sign up for TeamPassword's 14 day free trial</a>.&nbsp; 
Gain complete control and peace of mind with robust features designed for team collaboration:
<ul>
<li data-path-to-node="5,0,0">Integrated TOTP Authenticator: Generate time-based one-time passcodes directly within TeamPassword, eliminating the need for separate authenticator apps on your phone.</li>
<li data-path-to-node="5,1,0">Enforceable 2FA: Mandate two-factor authentication for every user across your organization, ensuring a consistent and high standard of security.</li>
<li data-path-to-node="5,2,0">Detailed Activity Logs: Maintain full visibility with a complete audit trail of who accessed what and when, perfect for security audits and accountability.</li>
<li data-path-to-node="5,3,0">Unlimited Records &amp; Groups: Store an infinite number of logins and organize them into logical groups by team, project, or client for easy access and management.</li>
<li data-path-to-node="5,4,0">Multiple User-Roles: Assign granular permissions to control exactly who can view, edit, and create credentials, ensuring access is granted only where it's needed.</li>
<li data-path-to-node="5,5,0">Free Google Sign-In: Simplify onboarding and daily access with secure, one-click login using your team's existing Google accounts.</li>
<li data-path-to-node="5,6,0">One-Time Share: Securely share a single password with an external contractor or partner for a limited time, without giving them permanent access to your records.</li>
</ul>
</article>

Prevent 90% of security lapses in just 5 minutes a month. Use this 4-step manager's checklist to spot orphan accounts, check activity logs, and secure your team.

Prevent 90% of security lapses in just 5 minutes a month. Use this 4-step manager's checklist to spot ...

The 5-Minute Monthly Security Audit: How to Prevent 90% of Breaches

<article>
Think about the first thing you do when you get into a car. You click your seatbelt. It takes maybe two seconds. Most of the time, you don&rsquo;t even think about it; it&rsquo;s muscle memory. You don't feel "restricted" by the seatbelt while you drive, and you certainly don't notice it&mdash;until the one moment you actually need it to save your life.
Two-Factor Authentication (2FA) is your digital seatbelt. It is a tiny, two-second action that sits quietly in the background of your workflow. But in the event of a password breach or a phishing attempt, it is the one thing keeping your digital life from flying through the windshield.
<h2>Why we resist setting up 2FA</h2>
If 2FA is a lifesaver, why do so many teams drag their feet on adopting it? Usually, it comes down to two things: the perception that it&rsquo;s complicated, and the fear of getting locked out.
We&rsquo;ve all had that thought: "Is this going to be hard to set up? What happens if I lose my phone? Will I lose access to everything I&rsquo;ve worked on?"
These are valid concerns, but modern 2FA implementation&mdash;specifically within TeamPassword&mdash;is designed to be frictionless. It&rsquo;s not about adding a wall; it&rsquo;s about adding a lock that only you have the key to.
<h3>Demystifying the Tech: It's Just a Clock</h3>
Let&rsquo;s strip away the jargon. Most 2FA systems, including ours, use something called TOTP (Time-based One-Time Password). While the acronym sounds technical, the concept is simple: it&rsquo;s a digital code that changes every 30 seconds.
You don't need to wait for a text message to arrive (which can be intercepted) or carry around a physical hardware key. You just need an app that acts as a secure clock.
<h2>How to Set Up 2FA for your password manager</h2>
You don&rsquo;t need to download a proprietary "TeamPassword Authenticator" to make this work. You can use the authenticator app you already know and trust, such as:
<ul>
<li>Google Authenticator</li>
<li>Microsoft Authenticator</li>
<li>Ente Auth</li>
</ul>
Setting it up is as easy as pointing your phone&rsquo;s camera at the screen.

<div class="image-placeholder"><img src="https://cdn.buttercms.com/aPs5T1vRTyg4tuc2zNWU" alt="undefined" width="932" height="236"></div>
<div class="image-placeholder"><img src="https://cdn.buttercms.com/uLcW8LqiSgq1rvzvgydU" alt="undefined" width="452" height="479"></div>
<h2>What if I Lose My Phone?</h2>
This is the number one objection we hear: "If my phone breaks or gets stolen, I&rsquo;m locked out forever."
False.
We have built-in redundancy for exactly this scenario. When you configure 2FA, TeamPassword generates a set of Backup Codes. These are permanent, one-time-use codes that bypass the need for your phone entirely.
<div class="image-placeholder"><img src="https://cdn.buttercms.com/dDYquacyS8CG0nObSbUj" alt="undefined" width="691" height="140"></div>
If you lose your device, you simply grab a backup code, log in, and reset your 2FA settings to your new phone. You are never truly locked out as long as you have these codes.
<div class="pro-tip">Pro Tip: Keep it Analog Don't just save your backup codes to your desktop (where you might not be able to reach them if you're locked out of your computer!). Print them out or write them down. Keep them in a physical drawer, a safe, or your wallet. Sometimes the best digital security is a piece of paper.</div>
<h2>For Team Leads: How to Roll This Out</h2>
If you are a manager reading this, you are probably getting ready to hit the "<a href="https://help.teampassword.com/en/articles/6365827-enforcing-2fa-use-for-entire-organization" rel="follow noopener" target="_blank">Enforce 2FA</a>" button for your organization. You want to secure your company, but you don't want to annoy your team.
Here is the secret to a smooth rollout: Education before Enforcement.
Before you require 2FA, let your team know it&rsquo;s coming, and that it&rsquo;s easy. Better yet, share our <a href="https://help.teampassword.com/en/articles/4600174-setting-up-2fa-2-factor-authentication" rel="follow noopener" target="_blank">step-by-step documentation</a> to walk them through the clicks.
<div class="callout">
Resource for Managers: Copy the link below and Slack it to your team before you enforce the new policy:
<a href="https://help.teampassword.com/en/articles/4600174-setting-up-2fa-2-factor-authentication" target="_blank" rel="noopener">How to Set Up 2FA (Two-Factor Authentication) on TeamPassword</a>
</div>
Securing your workflow doesn't have to be a headache. It takes 30 seconds to set up, and it provides peace of mind that lasts forever. Click the button, scan the code, and drive safely.
<a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">Start a free trial of TeamPassword today</a> - no credit card or commitment required.&nbsp;
</article>

Rolling out 2FA? Reduce team friction with this simple guide. We demystify the tech, explain Backup Codes, and show your team that better security doesn't have to be a headache.

Rolling out 2FA? Reduce team friction with this simple guide. We demystify the tech, explain Backup Codes, and ...

Feature Spotlight: Streamlining 2FA Adoption for Your Team

Here’s what you need to know about cybersecurity threats for nonprofits, the top risks they face, and practical prevention strategies to protect your organization.

Here’s what you need to know about cybersecurity threats for nonprofits, the top risks they face, and practical ...

Top 10 cybersecurity threats for nonprofits (and how to prevent them)

<article>
One of the most common security traps growing teams fall into is the "all-or-nothing" approach to password sharing. To save time, a manager might share a general admin password or grant a new hire full access to the password manager just to get them up and running.
While this feels efficient, it creates a massive attack surface. Does your social media intern need the root access to your AWS servers? Does your freelance developer need the login to the company payroll system? Definitely not.
The solution is adopting the <a href="https://teampassword.com/blog/what-is-the-principle-of-least-privilege" rel="follow noopener" target="_blank">Principle of Least Privilege</a> (PoLP). Today, we are spotlighting <a href="https://help.teampassword.com/en/articles/5530821-create-and-manage-groups-folders" rel="follow noopener" target="_blank">TeamPassword Groups</a>&mdash;the specific feature designed to help you organize access, segment your team, and enforce security without slowing down operations.
<h2>What Are TeamPassword Groups?</h2>
In TeamPassword, Groups act as secure folders or "security silos." They allow you to bundle specific logins together and share them only with the team members who require them.
Rather than viewing your password database as a single list that everyone can see, Groups allow you to view it as a collection of permission sets. This transforms your password manager from a simple storage tool into a robust access control system.
<div style="background-color: #f4f4f4; padding: 20px; text-align: center; margin: 20px 0; border: 1px dashed #ccc;"><img src="https://cdn.buttercms.com/HTaZaV6URdMTJQzphXFr" alt="undefined" width="770" height="482"></div>
<hr>
<h2>Why Groups Are Essential for the Principle of Least Privilege</h2>
The Principle of Least Privilege dictates that a user should be given the bare minimum access required to perform their specific job duties. Nothing more.
Think of the difference between a janitor&rsquo;s key ring and a hotel guest&rsquo;s key card:
<ul>
<li>The Admin (Janitor): Needs a master key to access every room, closet, and maintenance area to keep the building running.</li>
<li>The User (Hotel Guest): Only needs access to their specific room and the gym. Giving them a master key "just in case" is a security liability.</li>
</ul>
TeamPassword Groups allow you to treat your employees like "guests" rather than "janitors." You grant them the specific key card (Group) they need for their department, keeping the rest of the building locked and secure.
<h2>Strategic Segmentation: How to Organize Your Groups</h2>
To use Groups effectively, you must segment your logins based on function or client access. Here are the two most effective strategies for configuring TeamPassword Groups:
<h3>1. The Department Strategy</h3>
This is ideal for internal teams. Create groups based on the specific teams in your organizational chart.
<ul>
<li>Marketing Group: Contains Instagram, Facebook, Mailchimp, Buffer, and Canva logins. Access granted to: CMO, Social Media Manager, Interns.</li>
<li>Dev Group: Contains GitHub, Jira, AWS, and Staging Server logins. Access granted to: CTO, Developers, QA.</li>
<li>Finance/Admin Group: Contains QuickBooks, Gusto, and Banking logins. Access granted to: Operations Manager, CFO.</li>
</ul>
<h3>2. The Client Strategy (For Agencies)</h3>
For digital agencies, the "Access to Everything" model is dangerous due to client confidentiality. You cannot have the team working on Client A seeing the data for Client B.
<ul>
<li>Create a Group named "Client: Acme Corp."</li>
<li>Add only the Account Manager and Creatives working on the Acme account.</li>
<li>Add external freelancers only to this specific group.</li>
</ul>
This ensures that if a freelancer is hired for a one-week project, they never see your internal company passwords or data belonging to other clients.
<h2>How to Configure Groups in TeamPassword</h2>
Setting up your "security silos" is a straightforward process. Here is how to create and manage a Group:
<h3>Step 1: Create a New Group</h3>
Navigate to the sidebar and select the option to create a new Group. Give it a clear, descriptive name (e.g., "Marketing Team" or "Client: Project X").
<div style="background-color: #f4f4f4; padding: 20px; text-align: center; margin: 20px 0; border: 1px dashed #ccc;"><img src="https://cdn.buttercms.com/NGbsbmMxRwCdXQRXokeo" alt="undefined" width="402" height="165"></div>
<h3>Step 2: Assign Logins to the Group</h3>
You can move existing logins into the group or create new ones. Grouping these logins ensures that they are no longer floating in the "All" folder for unintended eyes.
<h3>Step 3: Add Team Members</h3>
Once the Group is populated with the correct credentials, simply add the relevant team members via their email addresses.
<div style="background-color: #f4f4f4; padding: 20px; text-align: center; margin: 20px 0; border: 1px dashed #ccc;"><img src="https://cdn.buttercms.com/8gCgRJW5RmujvC2MOjyR" alt="undefined" width="727" height="502"></div>
<hr>
<h2>The Operational Benefits of Using Groups</h2>
Beyond security, using Groups streamlines the administrative side of onboarding and offboarding.
<h3>Faster Onboarding</h3>
When a new hire starts, you don't need to email them passwords one by one. You simply invite them to TeamPassword and add them to the relevant Group (e.g., "Marketing Group"). They instantly have access to the exact toolset they need to be productive on Day 1.
<h3>Safer Offboarding</h3>
When an employee leaves, the "share everything" method usually requires a company-wide password reset. With Groups, you simply remove the user from the Group. Their access is revoked instantly. You only need to rotate the passwords in that specific group if you feel it's necessary, rather than resetting the entire company.
<h2>Conclusion</h2>
Organization is your first line of defense against data leaks. By taking the time to set up proper Groups, you are not just tidying up your digital workspace; you are actively enforcing the Principle of Least Privilege.
Don't have a TeamPassword account? <a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">Sign up for TeamPassword today!</a>
</article>

Enforce the Principle of Least Privilege with TeamPassword Groups. Learn how to segment access, secure your data, and streamline employee onboarding in minutes.

Enforce the Principle of Least Privilege with TeamPassword Groups. Learn how to segment access, secure your data, and ...

Feature Spotlight: Enforcing the Principle of Least Privilege with TeamPassword Groups

Feature Spotlight: Principle of Least Privilege with TeamPassword Groups

Managing a team requires a delicate balance of trust and control. You hand over the "keys" to your digital kingdom&mdash;logins for social media, bank accounts, and critical SaaS tools&mdash;because your team needs them to do their jobs.
But there is a specific anxiety that comes with sharing access. It&rsquo;s the "Blind Spot." You know that someone unlocked the door, but do you know who it was, when they did it, or what they did once inside?
If you ran a physical office building, you wouldn't just hand out <a href="https://teampassword.com/blog/how-do-password-managers-work" rel="follow noopener" target="_blank">master keys</a> without a system to track who enters the building after hours. Your digital infrastructure deserves the same level of security.
<h2>Introducing the Activity Log</h2>
The goal of an <a href="https://help.teampassword.com/en/articles/5968541-activity-log" rel="follow noopener" target="_blank">Activity Log</a> isn&rsquo;t to police your employees or create a culture of distrust. It is about shifting the narrative from "surveillance" to "protection."
Think of the <a href="https://teampassword.com" rel="follow noopener" target="_blank">TeamPassword</a> Activity Log as the "black box" flight recorder for your organization. It operates quietly in the background, capturing essential data points. When everything is running smoothly, you barely know it&rsquo;s there. But when something goes wrong, or an auditor comes knocking, it becomes the most valuable tool in your arsenal.
<h4>How to find the activity log in TeamPassword</h4>
<ol>
<li>Click your email address in the top right of your home dashboard</li>
<li>Click the name of your organization under Manage Teams</li>
<li>On the left side, select Activity</li>
</ol>
<img src="https://cdn.buttercms.com/NFAXGe7MQauQjUP5Hk3e" alt="Screenshot 2025-12-02 at 12.56.35 PM.webp" width="294" height="574">
<h3>How the Activity Log Empowers Team Leads</h3>
For Managers, Admins, and Owners, the Activity Log solves two major headaches: Internal Forensics and External <a href="https://teampassword.com/blog/how-to-ensure-compliance-with-data-protection-regulations" rel="follow noopener" target="_blank">Compliance</a>.
<h4>1. Forensics: Untangling Mistakes</h4>
We&rsquo;ve all been there. You go to log into the main Marketing account, and the credentials are gone. Or changed.
Without an Activity Log, this triggers a panic. You send a frantic Slack message: "Who deleted the Twitter login?" No one remembers doing it. The atmosphere gets tense.
With the Activity Log, you skip the "blame game." You simply filter the log, see that Taylor accidentally deleted the record while trying to update it at 2:00 PM, and you restore it. You can approach Taylor directly to offer training on how to update records correctly.
<ul>
<li>Problem: "Who broke this?"</li>
<li>Activity Log Solution: "I see what happened; let&rsquo;s fix it."</li>
</ul>
<img src="https://cdn.buttercms.com/lihf7d1WTmq5vk1DWuK9" alt="TeamPassword activity log showing user who deleted record" width="965" height="225">
<figure>
<figcaption>The TeamPassword Activity Log Dashboard showing a filtered view.</figcaption>
</figure>
<h4>2. Audit Trails: The Compliance Savior</h4>
If your industry requires SOC2, ISO, or HIPAA compliance, you know that "trust" isn't a valid security policy. Auditors need proof.
<blockquote>Consider this scenario: A manager, Sarah, is preparing for a surprise security audit. In the past, she would have spent hours manually cross-referencing emails and Slack messages to prove who had access to specific financial tools. With the Activity Log, Sarah simply filters for relevant logins, hits "Export to CSV," and hands the auditor a timestamped, immutable record of every access event, creation, and deletion over the last 90 days.</blockquote>
The ability to export data turns a week of stress into a five-minute task.
<img src="https://cdn.buttercms.com/ckPZmqsXTCr7Sn3nAfoA" alt="Activity log showing all activity related to the bank record" width="929" height="240">
Activity log filtered to only show activity related to Bank records
<h3>A Feature Built for Leadership</h3>
We designed the Activity Log specifically for the "Lead" perspective.
<ul>
<li>Exclusive Visibility: This feature is viewable only by Admins and Owners.</li>
<li>Clutter-Free: We don&rsquo;t burden standard users with this data. They get a clean interface to do their work, while you maintain the high-level oversight required to protect the business.</li>
</ul>
<h3>Visibility Equals Security</h3>
A transparent organization is a secure organization. The Activity Log gives you the peace of mind that comes with knowing exactly what is happening within your team&mdash;not so you can hover over them, but so you can protect them.
Don't wait for a deleted folder or a security audit to realize you need better visibility. Review your Activity Log today and turn your "Blind Spot" into your greatest asset.
Ready to eliminate the guesswork? TeamPassword is built to give you total control over who has access to what, when, and where. <a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">Start your 14-day free trial today</a> to unlock full visibility and secure your business in minutes.

Stop worrying about 'who has access.' Discover how TeamPassword’s Activity Log acts as your business's flight recorder for audits, forensics, and security.

Stop worrying about 'who has access.' Discover how TeamPassword’s Activity Log acts as your business's flight recorder for ...

Trust, but Verify: Why Your Team Needs an Activity Log

Dreaming of a flexible career where you set your own hours and work with clients from around the globe? The rise of the gig economy has made this dream a reality for countless professionals. From graphic designers to writers and developers, freelancers are reshaping the traditional workplace.
Over the last decade, the gig economy boom has allowed professionals worldwide to switch to freelancing and build a network of international clients.&nbsp;
According to Upwork, <a href="https://www.upwork.com/research/freelance-forward-2022" rel="follow noopener" target="_blank">freelancers contributed $1.35 trillion to the U.S. economy in annual earnings in 2022, up $50 billion from 2021</a>.&nbsp;Some of the most successful freelancers earn hundreds of thousands of dollars per year through platforms like Upwork, Freelancer, and Toptal.
But what does it take to become a top-earning freelancer? In this post, we'll examine 10 successful individuals who have built thriving careers in the freelance world. By examining their portfolios and successes, we hope to give you a better idea of what's possible in the freelance world, and inspire you to take the leap should you decide that freelance is the right choice for you!
&nbsp; &nbsp; &nbsp; &nbsp;&nbsp;
Does your company hire freelancers? How do you <a href="https://teampassword.com/blog/should-i-share-data-with-freelancers" rel="follow noopener" target="_blank">share passwords with freelancers</a>? TeamPassword is an affordable password management solution for small businesses, startups, and agencies to share credentials securely with team members and freelancers. <a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">Sign up for a 14-day free trial</a> today.
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;&nbsp;
<h2>10 Successful Freelancers</h2>
Here are ten successful freelancers and what they do. These freelancers have earned their place as experts in their given field with excellent track records&mdash;many have worked with the biggest companies in the world!
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
<h3>1. Scott Luscombe - Graphic Designer / Shopify Expert / Website Developer / Copywriter&nbsp; - Canada</h3>
Scott Luscombe is a freelance graphic designer, Shopify expert, website developer, and copywriter from Uxbridge, Canada. He holds a degree in Illustration from Sheridan College and a degree in Marketing from the University of Toronto.
Scott has been a freelancer for most of his professional career and has earned over $500k on Upwork. He has completed over 311 jobs and worked&nbsp;10,956 hours!&nbsp;
Scott's work includes graphic design and branding, illustration and icons, copywriting, website design and development, UX/UI, and printing and packaging. He also provides freelance coaching and consulting. Scott is a Top Rated Upwork Freelancer currently charging $99 per hour for various creative gigs.
Some of Scott's most notable work includes designs for Coca-Cola, the Canadian Cancer Society, Nickelodeon, and Wallet Ninja (to name a few).&nbsp;
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
<h3>2. Kathy Edens - Marketing Consultant / Freelance Copywriter - United States</h3>
<a href="https://www.upwork.com/freelancers/~016177d19f0624c1a7?viewMode=1" rel="nofollow noopener" target="_blank">Kathy Edens is a Top Rated Upwork Freelancer</a> with over $300k platform earnings! Kathy has been self-employed as a marketing consultant and freelance copywriter for almost ten years from her home in Ohio, United States.
She holds a Bachelor of Science in Professional Writing and Psychology from Oregon State University, which she says "...helps me understand how to reach your target audience with words."&nbsp;
Kathy has ghost-written several non-fiction books on various topics, including social entrepreneurship, healthcare, real estate investing, and the cannabis industry, to name a few.
Kathy also writes web content, sales pages, email marketing content, case studies, white papers, brochures, press releases, and more. Kathy's rates start at $86 per hour for her writing and marketing services.
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;&nbsp;
<h3>3. Koen van Oeveren - UX designer - Netherlands</h3>
Koen van Oeveren is a freelance UI &amp; UX designer from North Brabant, Netherlands, with almost ten years of experience. Koen works with several design agencies in the Netherlands, designing apps, websites, and eCommerce experiences for many international brands.&nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
Koen holds a Bachelor of Applied Science in Communication and Multimedia Design from Avans University in the Netherlands. Koen's <a href="https://www.koenvo.com/index.html" rel="nofollow noopener" target="_blank">portfolio website Koenvo</a> was nominated for a <a href="https://www.awwwards.com/sites/koenvo-ui-ux-portfolio" rel="nofollow noopener" target="_blank">2021 awwwards Award</a>.
<img src="https://cdn.buttercms.com/IOmtrbdOQZev1mS8Jc33" alt="undefined" width="650" height="433">&nbsp;Image by Freepik&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
<h3>4. Pascal Strasche - Product / UX designer - Germany</h3>
Pascal Strasche is a product and UX designer with more than ten years of design experience from Germany. He holds a Master of Arts in Interaction Design and a Bachelor of Arts in Graphic Design, both from HAWK University of Applied Sciences and Arts.
For almost a year over 2020/2021, Pascal worked as the sole product designer to design Con Cubo's SaaS tool that helps complex organizations visualize and manage teams. He's also worked with German steel giant XOM Materials to find product solutions to digitalize&nbsp;Germany's steel industry.&nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
In 2019, Pascal founded Product Design Resources, a growing archive of 800+ design resources, weekly updated for the design community.
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
<h3>5. Paul Hunkin - Developer - New Zealand</h3>
Paul Hunkin is a freelance software consultant and developer from Tauranga, New Zealand, but currently living in Portugal.&nbsp;
Paul has over ten years of experience as a software developer with an impressive work history, including Google, NASA, InfoSys, and the Chinese aerospace industry leader COMAC.
He's worked with several early-stage startups designing everything from high-performance big-data systems to complex web applications to 3D rendering engines. He's also built a lot of the foundational code for independent games on Android.&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;&nbsp;
Paul is a Top Rated Upwork Freelancer with over $400k in platform earnings. His rates start at $120 per hour for software development. <a href="https://paulh.consulting/" rel="nofollow noopener" target="_blank">Check out Paul's website</a> for more about his impressive portfolio and work history.
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
<h3>6. Jana Galat - Writer / Brand Strategist - Canada</h3>
Jana Galat is a freelance copywriter and brand strategist from Ontario, Canada. She holds a Bachelor's Degree in Management and Organizational Studies from King's University College and an Honors in Business Administration from Western University.
Jana has extensive experience writing landing pages, email campaigns, social media ads, and print materials and says, "I am obsessed with creating copy that sells..."
After several years of professional work experience, Jana went freelance in 2019 and has quickly built a reputation as a <a href="https://www.upwork.com/freelancers/~01bfa17a48301876dd" rel="nofollow noopener" target="_blank">Top Rated Upwork Freelancer</a> with over $70k in platform earnings. Jana's rates start at $100 per hour for copywriting and brand consulting.
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
<h3>7. Kate H. - Logo Designer / Branding Expert - United States</h3>
Kate is a freelance professional logo designer and branding expert from Maryland, United States. Kate&nbsp;ran her own green wedding brand which she sold to mywedding.com in 2014, allowing her to focus on helping small&nbsp;businesses figure out what they want (and who they are) and translate that into design.
She holds a Master's degree in Environmental Management from Yale School of The Environment, and a J.D. in environmental law from Pace Law School.&nbsp;
Kate's skillset includes redesigning and updating material to make it easier to understand, building a consistent brand from a simple starting point like a logo, and creating unique logos that guarantee results.
Kate is a Top Rated Upwork Freelancer, and her rates start at $225 per hour. You can find out more about Kate on her <a href="https://www.upwork.com/freelancers/~013ce73876c1c18126" rel="nofollow noopener" target="_blank">Upwork profile</a>.
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
<h3>8. Marcos Rezende - UX designer - Canada</h3>
Marcos Rezende is a UX Designer from Ontario, Canada, with more than 13 years of experience. Marcos has worked in over 30 industry sectors for multinational organizations in the United States, Canada, Germany, and Brazil.&nbsp;
Some of Marcos' notable projects include apps for Ontario's COVID-19 dashboard, Urban Master Planning collaboration platform, and Reaction (kid's e-learning app), to name a few.&nbsp;
Marcos loves sharing his industry expertise with aspiring UX designers and regularly writes for the popular UX publication Career Foundry. Total recognizes Marcos as part of its "Top 3%" of global freelancer talent&mdash;a title given to elite freelancers in their given field.
We don't have access to Marcos' rates, but the best UX designers on Upwork earn upwards of $100 per hour. As a Toptal Top 3% freelancer, Marcos likely charges $200-$300 per hour.
<a href="https://www.marcosrezende.com/" rel="nofollow noopener" target="_blank">Marcos Rezende's website</a> was nominated for the prestigious <a href="https://www.awwwards.com/sites/ux-portfolio-marcos-rezende" rel="nofollow noopener" target="_blank">awwwards.</a> in 2021.
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
<h3>9. Tanya Litvinova - UX/UI Designer - United States</h3>
Tanya Litvinova is a freelance UX/UI designer from New York City, United States. She holds a Bachelor of Fine Arts in Advertising Design / Communication Design from the Fashion Institute of Technology.
Tanya specializes in product, mobile, and web design as well as user experience flow, research, and validation.
"I have a passion to make the complex simple, shape behavior, design, plan, and strategize. Aiming for the best user experience, all the while balancing the needs of business and technology to create engaging, habit-forming digital products."
Tanya has worked with Fortune 100 &amp; Fortune 500 companies and successfully delivered business-transforming data-driven analytics, responsive BI dashboards, enterprise web apps, and management systems. Some of Tanya's notable clients include KOCH Industries, BlackRock Financial, BCG Group, and FireEye, to name a few.
<a href="https://www.upwork.com/freelancers/~0165035041b26e96df" rel="follow noopener" target="_blank">Tanya is a Top Rated Upwork Freelancer</a> with more than $200k platform earnings. Her current rate starts at $162.50 per hour.
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
<h3>10. Guangming Lang - Data Scientist - United States</h3>
Guangming Lang is a freelance data scientist from Michigan, United States. He holds a Bachelor of Arts in Mathematics from New College of Florida and a Master of Science in Biostatistics from the University of Michigan. Guangming has also completed several Coursera courses in data science and machine learning.
Guangming has been a freelancer since 2013 and has worked across several industries, including fintech, trading, medicine, biotech, advertising, and HR.&nbsp;
Guangming is a Top Rated Upwork Freelancer with over $400k in platform earnings. He's completed 216 jobs on Upwork totaling 3,805 hours! Guangming's current rates start at $200 per hour.
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;&nbsp;
<h2>Secure Freelancer Workflows With TeamPassword</h2>
No matter how talented or reputable the freelancers and contractors you hire, your company must use secure workflows to protect your digital assets.
Freelancers often need access to shared accounts and tools. Using a <a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">password manager</a> is the first step to securing these accounts and platforms. You can also use a password manager to share credentials with employees, clients, and other stakeholders to ensure you never expose raw passwords via email, spreadsheets, chat apps, and other non-secure methods.
On the Enterprise plan, you can even <a href="https://teampassword.com/one-time-secret?navbar=onetimesecret" rel="follow noopener" target="_blank">share a one-time password link</a>.&nbsp;
<a href="https://teampassword.com/" rel="follow noopener" target="_blank">TeamPassword</a> lets you create groups to share access with only those who need it. When they're done, revoke access with a single click. No need to change passwords every time someone leaves the team.
If you do need to change a password, TeamPassword's built-in <a href="https://teampassword.com/password-generator" rel="follow noopener" target="_blank">password generator</a> lets you create secure passwords between 12-32 characters using numbers, letters (uppercase/lowercase), and symbols.
<img src="https://cdn.buttercms.com/tj8gEkSCTwiowMUAocHy" alt="Built-in password generator.gif" width="400" height="305"> &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
Ready to onboard clients and freelancers securely with TeamPassword's robust password management solution? <a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">Sign up for a free trial</a> to secure your company's digital assets today!

Here are ten successful freelancers and what they do. These freelancers have earned their place as experts in their given field.

Here are ten successful freelancers and what they do. These freelancers have earned their place as experts in ...

10 extremely successful freelancers and what they do

Here are ten successful freelancers and what they do. These freelancers have earned their place as experts in their given field with excellent track records—many have worked with the biggest companies in the world!

See the best way to come up with a new username. We break down types of usernames and give you the best username ideas out there.

See the best way to come up with a new username. We break down types of usernames, why ...

How to Make a Good Username | Create a Unique and Secure Username

See the best way to come up with a new username. We break down types of usernames, why secure usernames are important, and how to create them effectively!

In an increasingly digital world, we&rsquo;re switching more and more of our daily lives over to the Internet. While this brave new world is exciting and convenient, it&rsquo;s not without its problems.&nbsp;
The issue of unsafe passwords has been around for a while. But have you ever thought about where and how to store them?
Most of us have several passwords, and we&rsquo;re encouraged to never duplicate them. Some people simply write them all down on a piece of paper &mdash; which is fraught with danger. But others store their passwords electronically.
As you&rsquo;re about to find out, not all electronic systems of password storage are <a href="https://teampassword.com/blog/the-best-ways-to-store-passwords-2023" target="_blank" rel="follow noopener">safe</a>. Here are five of the most dangerous ways to store your passwords.&nbsp;
But before we begin:
Avoid bad idea passwords and dangerous storage methods with TeamPassword. This advanced <a href="https://teampassword.com/blog/best-password-managers-for-teams" target="_blank" rel="follow noopener">password manager for teams</a> features a selection of security features, including password encryption and two-step verification. Sign up for a <a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">free trial</a> today.&nbsp;
<h2 id="email">1. Email</h2>
<img src="https://cdn.buttercms.com/efPCc2QZQ7C0OT1KeoKe" alt="" width="655" height="88">
We've all been there: struggling to remember a new password and considering emailing it to ourselves for safekeeping. While it might seem convenient, emailing passwords is a terrible security practice with far-reaching consequences. Here's why:
<ul>
<li data-sourcepos="7:3-7:245">Unencrypted Transmission: Emails often travel in plain text, like postcards. Anyone with access to the data stream &ndash; hackers, scammers, or even compromised servers &ndash; could easily intercept the email and steal your password in its entirety.</li>
<li data-sourcepos="9:3-9:33">Multiple Vulnerable Points: Even if the email itself is encrypted, your password is exposed at several stages. It's stored on your device before sending, sits unencrypted on email servers during transit, and resides in your sent folder &ndash; all potential points of entry for attackers.</li>
<li data-sourcepos="11:3-11:248">Local Storage Risks: Many email platforms store data locally on your devices. If your computer, phone, or tablet is stolen or infected with malware, even deleted emails containing passwords might be recoverable, putting your accounts at risk.</li>
</ul>
The ease with which cybercriminals can exploit these vulnerabilities makes emailing passwords a high-stakes gamble. A stolen password could grant them access to your bank accounts, social media profiles, email itself, and more. The <a href="https://teampassword.com/blog/cybersecurity-complete-guide" rel="follow noopener" target="_blank">damage can be immense</a>, so why risk it for a temporary convenience?

<h2 id="Documents">2. Online Documents</h2>
<img src="https://cdn.buttercms.com/Hh6oH8AzTMSnQFUaPHR9" alt="" width="216" height="235">
A lot of people like the convenience of saving crucial information using online document systems such as Google Docs. But this is a bad idea for passwords, as these systems are designed for text &mdash; not sensitive data.
Yes, a password might protect your online document manager from unauthorized access. But what happens if that password is compromised? Many document software platforms don&rsquo;t offer encryption, two-step verification, or even the most basic security measures.&nbsp;
If you use online documents regularly, you&rsquo;re probably accessing your account on a regular basis &mdash; across several devices. What happens if you step away for a moment to buy a coffee, speak to a friend, or use the bathroom?
A criminal can access an unattended online document platform in seconds. And if this happens, it doesn't take a lot of effort to steal your unsafe passwords.&nbsp;
<h2 id="instantmessaging">3. Instant Messaging Service</h2>
Instant messaging (IM) services like WhatsApp, Facebook Messenger, and Snapchat offer a convenient way to communicate, but they are not designed for securely storing passwords. While some IM platforms offer end-to-end encryption for message content, they lack crucial security features necessary for password management.
People who store their passwords on these apps do so because they believe they&rsquo;re fully encrypted. While that&rsquo;s often the case, it&rsquo;s important to remember that instant messaging services are often left open and operating in the background.
Imagine someone picks up your phone while you&rsquo;re not paying attention. If you left your device unlocked, that person would be able to access your password in seconds.
Here's why storing passwords on IM apps is a security risk:
<ul data-sourcepos="9:1-9:155">
<li data-sourcepos="9:1-9:155">Accessibility on Unlocked Devices: IM apps are designed to run in the background on unlocked devices. This means anyone with physical access to your unlocked phone or computer could potentially view your unencrypted passwords.</li>
<li data-sourcepos="10:1-10:164">Accidental Sharing: A single inadvertent tap or screenshot could send your password to someone unintended, compromising the security of your online accounts.</li>
<li data-sourcepos="11:1-12:0">Limited Security Features: Unlike dedicated password managers, IM applications typically lack features like secure password generation, two-factor authentication, and strong encryption specifically designed to protect passwords.</li>
</ul>
Dedicated password management applications offer robust security features like encryption, secure storage, and auto-fill functionality for logins.
<h2 id="onlinenotetaker">4. Online Note-taker</h2>
While online note-taking applications like Apple Notes offer a convenient platform for managing everyday tasks and reminders, they are demonstrably unsuitable for storing sensitive information, particularly passwords. These platforms, designed for general purpose note-taking, lack the robust security features essential for safeguarding confidential credentials.
Here's why online note-taking apps pose a significant security risk for passwords:
<ul>
<li data-sourcepos="9:3-9:314">Absence of Multi-Factor Authentication: Unlike dedicated password managers, these applications typically do not offer multi-factor authentication (MFA). MFA adds an extra layer of security by requiring a second verification step beyond a simple password, significantly hindering unauthorized access attempts.</li>
<li data-sourcepos="11:3-11:322">Limited Encryption Capabilities: While some note-taking applications may offer basic encryption features, they often fall short of the robust encryption protocols employed by dedicated password management solutions. This weaker encryption leaves sensitive data vulnerable to potential decryption by malicious actors.</li>
<li data-sourcepos="13:3-13:97">Accessibility on Unlocked Devices: Online note-taking apps are designed for ease of use and accessibility. This ease of access translates to a vulnerability. If a user's device remains unlocked and unattended, a perpetrator would only need to access the specific application to view unencrypted passwords.</li>
</ul>
In a world of increasingly sophisticated cyber threats, it is critical to prioritize robust security practices. Online note-taking applications simply do not provide the necessary safeguards for password management. Users are strongly advised to consider secure alternatives, such as dedicated password managers or offline password vaults, to ensure the confidentiality and integrity of their login credentials.
<h2 id="nonpasswordprotecteddevice">5. On a Non-Password-Protected Device</h2>
Of all the bad ideas for passwords, storing them on non-password-protected devices is about the worst. You might think that your tablet or laptop never leaves your side. But if your device is ever stolen, you&rsquo;ve given the criminals the easiest possible opportunity to access your saved passwords.&nbsp;
If you&rsquo;re determined to store passwords on a physical device &mdash; which is never a good idea &mdash; make sure the device password is a complex combination of letters, numbers, and symbols. And it should contain at least 12 characters.&nbsp;
<h2 data-sourcepos="7:1-7:6">Control Your Security and Choose Convenience with TeamPassword</h2>
<img src="https://cdn.buttercms.com/0gCOt5oQBCE1vxckmRZC" alt="The TeamPassword Extension for Chrome lets you sign into any account in seconds" width="828" height="466">
Our digital vault safeguards your passwords with industry-leading AES 256-bit encryption and ironclad two-step authentication. Stop wasting time remembering &ndash; TeamPassword empowers you with secure, one-click logins across all your devices.
<ul>
<li data-sourcepos="9:1-9:157">Divide passwords into groups to share with appropriate team members</li>
<li data-sourcepos="9:1-9:157">Enforce 2FA for all users</li>
<li data-sourcepos="9:1-9:157">View activity logs for all of your records</li>
<li data-sourcepos="9:1-9:157">Use the TeamPassword browser extensions and mobile apps for lightning-fast access everywhere</li>
<li data-sourcepos="9:1-9:157">Save money with affordable plans configured for YOU</li>
</ul>
Don't settle for password purgatory. Take control with TeamPassword. <a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">Sign up for your FREE trial today</a> and experience the power of effortless security!

Storing passwords inappropriately can leave you open to fraud and theft. Avoid these storage methods at all costs. | TeamPassword Blog

Storing passwords inappropriately can leave you open to fraud and theft. Avoid these storage methods at all costs. ...

TeamPassword Blog

Browse our carefully created articles about Information Security, Password Management, Product Information, and Modern Business, all written with your team's safety and success in mind.

Most popular articles

Cybersecurity

August 15, 2024 ∙ 11 min read

What is password encryption and how does it work?

10 extremely successful freelancers and what they do

How to Make a Good Username | Create a Unique and Secure Username

Top 5 Dangerous Ways to Store Your Passwords

Cybersecurity

December 31, 2025 ∙ 8 min read

14 essential software packages for nonprofits (low-cost options only)

Cybersecurity

December 2, 2025 ∙ 5 min read

The 5-Minute Monthly Security Audit: How to Prevent 90% of Breaches

Password Management

December 2, 2025 ∙ 4 min read

Feature Spotlight: Streamlining 2FA Adoption for Your Team

Cybersecurity

December 2, 2025 ∙ 25 min read

Top 10 cybersecurity threats for nonprofits (and how to prevent them)

Product Information

December 2, 2025 ∙ 5 min read

Feature Spotlight: Principle of Least Privilege with TeamPassword Groups

Cybersecurity

December 2, 2025 ∙ 4 min read

Trust, but Verify: Why Your Team Needs an Activity Log

The Password Manager for Teams

Product

Support

Channels

Legal