Sharing Passwords Internally with Keeper

Before you start

• Only share passwords using Keeper — never share passwords by email, Teams, or text message
• Use the Keeper Desktop App or the Keeper Web Vault to share passwords
• You can only share with colleagues who have an active Onyx Insight Keeper account (they sign in with their work email via SSO)
• You can only share records that you own or that have been shared with you with "Can Share" permission

Option 1 – Share a single record (one-off sharing)

• Log in to your Keeper Vault using the desktop app or web vault
• Find the record (password) you want to share
• Open the record and click the Share icon (or right-click the record > Share)
• Select Share with User
• Enter your colleague's Onyx Insight email address
• Choose the permission level:
  • Read Only – they can view and use the password but not change it (use this by default)
  • Can Edit – they can update the record
  • Can Share – they can share it on to others
  • Can Edit & Share – full access except ownership
• Click Add / Save
• The recipient will see the record appear in their vault under Shared with Me

Option 2 – Use a Shared Folder (for teams or ongoing access)

• Use a shared folder when a group of people need ongoing access to a set of passwords (e.g. a department or project team)
• In the desktop app or web vault, click Create New > Shared Folder
• Give the folder a clear name (e.g. "Marketing – Shared Logins")
• Add users to the folder by email address
• Set each person's folder permissions:
  • Can Manage Users – can add/remove people from the folder
  • Can Manage Records – can add, edit, or remove records in the folder
  • Leave both unticked for view/use-only access
• Drag and drop records into the shared folder, or create new records directly inside it
• Anyone added to the folder automatically gets access to everything in it — and anyone removed loses access immediately

Removing access

• To stop sharing a single record: open the record > Share > remove the user
• To remove someone from a shared folder: open the folder > Users > remove them
• Access is revoked instantly — they will no longer see the record or folder in their vault

Good practice

• Share with Read Only permission unless the person genuinely needs to edit
• Use shared folders rather than sharing the same record to many individuals one by one
• Don't share your personal work credentials (e.g. your own Microsoft 365 login) — shared records should be for shared/service accounts only
• Review who has access to your shared folders periodically and remove anyone who no longer needs it