Stop Sharing Passwords—Use Invites, Roles, and Delegation Instead

Shared logins break everything

When multiple people share one password, you lose audit trails, can’t revoke just one person, and leaks persist in inboxes forever. Individual accounts with roles fix all three.

The access model that scales

• Invite users with the least privilege needed for their work.
• Use roles (viewer, editor, admin) and avoid blanket admin rights.
• Delegate access for time-boxed tasks instead of handing out the “main” login.
• Rotate on handoff and at project closure. Playbook: Leaked Passwords Playbook.

When you must share a credential

• One-time delivery with short expiry and a separate access code. How-to: The Safe Way to Share Passwords in 2025 (No Email).
• Zero-knowledge delivery so providers can’t read content. Primer: Zero-Knowledge Sharing.
• Re-share per role (separate credentials for staging vs. production). Developer tips: Share API Keys and .env Files Safely.

Onboarding + offboarding in one page

• Onboard with invites; verify links before clicking. Guide: Verify Links Like a Pro.
• Offboard by removing the user, revoking sessions, and rotating credentials they touched. Checklist: Employee Offboarding (this article).

Policy snippet (paste into your handbook)

• No shared logins for any tool that supports user invites.
• Every invited user must enable MFA and store credentials in a manager.
• Temporary access must have a clear expiry date and owner.

Related reading

Secret-Sharing Policy · Secure Client Onboarding · One-Time Links vs. Encrypted Email

Bottom line

People get invites, not passwords. Roles define what they can do, and offboarding is one click—no more shared secrets to chase.

Secure One-Time Messages - Send confidential messages that self-destruct after being read once. Your privacy is our priority. →.