Nobody Knows the Password: A Better Way to Handle Business Logins

Shared business logins often begin with good intentions and end with a password written on a sticky note, stored in a text thread, or tied to the email address of an employee who left months ago. That is both a productivity problem and a security problem.

Stop making one person the keeper of every password

Important accounts should belong to the business, not to one employee's personal email or phone number. Whenever possible, create individual user accounts and assign permissions instead of sharing one master login.

Use a password manager

A business password manager can store strong, unique passwords and share access without exposing the actual password to everyone. It also makes access easier to remove when someone leaves.

Protect recovery methods

• Use a business-controlled recovery email.

• Use a business-controlled phone number when practical.

• Document who owns the domain registrar, website, email admin, accounting, and payment accounts.

• Store backup codes somewhere secure and accessible to the business owner.

Turn on multi-factor authentication

Multi-factor authentication adds another barrier if a password is stolen. For high-value accounts, avoid making the entire business dependent on one employee's personal phone for authentication.

The goal is simple: the business should always know who has access, where recovery information lives, and how to remove access without creating an emergency.