Do you need a password manager for business?

The short answer – yes. If your organisation uses multiple systems, shares access between staff, or relies on passwords stored in documents, emails, or spreadsheets, a password manager is now considered a basic cyber security control for businesses.

A password manager for business helps organisations store credentials securely, control access, and reduce the risk of account compromise as teams grow.

Many organisations delay adopting one because they’re unsure how it fits into their wider IT setup. The real challenge isn’t deciding whether you need a password manager, but choosing and using one in a way that’s secure, practical, and appropriate for your organisation.

What you’ll learn:

What is a password manager?

In simple terms, a password manager is a secure system that stores and controls access to passwords across your organisation.

It allows you to:

Store passwords securely in an encrypted vault
Generate strong, unique passwords automatically
Control who can access which systems
Remove the need to share passwords over email or chat
Revoke access instantly when staff leave

Instead of passwords scattered across inboxes and documents, everything becomes centralised, auditable, and easier to manage.

For leaders, the benefit is visibility and control.
For staff, it’s fewer frustrations and safer day-to-day working.

Why password management is still a major risk

Despite improvements in cyber security, weak or reused passwords remain one of the most common causes of breaches.

The UK’s National Cyber Security Centre (NCSC) continues to highlight poor password practices as a leading factor in account compromise, particularly where credentials are reused or shared.

In real organisations, this often looks like:

The same password reused across multiple tools
Shared accounts with no clear ownership
Former employees retaining access
No visibility over who can access what

As organisations adopt more cloud services, portals, and third-party platforms, unmanaged passwords quietly increase risk. This is why business password management is now considered a foundational security control, not a “nice to have”.

What are the best password managers for business?

There isn’t a single “best” password manager for every organisation. The right option depends on your size, internal capability, and how much control and reporting you need.

At CYAN, we typically recommend password managers that align with UK NCSC guidance and are widely used across UK organisations. Three options we regularly see working well are outlined below.

Bitwarden

Best for organisations that want transparency, strong security controls, and excellent value.

Pros

Strong security with end-to-end encryption
Open source and independently audited
Excellent value for money
Flexible for both small teams and larger organisations

Cons

Interface is more functional than polished

Bitwarden is often a good fit for organisations that prioritise security and flexibility over aesthetics.

Dashlane

Best for organisations that want an easy-to-adopt, highly polished experience.

Pros

Very user-friendly interface
Includes dark web monitoring features
Strong password sharing options
Well suited to less technical users

Cons

Higher cost compared to some alternatives
Desktop experience is browser-based only

Dashlane works well where staff experience and quick adoption are a priority.

NordPass

Best for smaller organisations that prefer simplicity over complexity.

Pros

Built by Nord Security, known for strong privacy practices
Clean, simple interface
Supports modern authentication options such as passkeys
Good value for smaller teams

Cons

Fewer advanced admin features
More limited reporting tools

NordPass can be a good starting point for smaller organisations that want straightforward password management without heavy administration.

Why CYAN doesn’t provide a password manager platform

CYAN does not provide a password manager as a built-in service. This is a deliberate decision designed to reduce risk, not distance ourselves from security responsibility.

Security ownership

Password vaults contain some of your most sensitive information. Decisions about sharing, access, and governance should remain within your organisation.

Reducing concentrated risk

If one provider hosted password vaults for many organisations, it would become a high-value target. Allowing each organisation to choose its own platform distributes risk and improves overall resilience.