Give each person their own account wherever the tool allows it, and keep any account that must be shared inside a password manager with long, random, unique passwords. Remove access by changing the credential when someone leaves. A spreadsheet of passwords is the habit to retire.
Why shared logins are a problem
When five people use one login, you cannot say who did what, you cannot remove one person without changing it for everyone, and the password usually lives somewhere unsafe: a chat message, an email, a sheet.
Small organizations drift into this because it is quick. A volunteer sets up the social media account, shares the login in the team chat, and nobody revisits it.
What CISA recommends for passwords
CISA's "Use Strong Passwords" guidance gives three tips. A strong password is long, at least 16 characters. It is random, either a random string or a passphrase of four to seven unrelated words. And it is unique, with a different password for every account. CISA says a password manager is one of the easiest ways to meet this standard, since nobody can remember dozens of long unique passwords.
The decision, step by step
- List shared accounts. Social media, website admin, domain registrar, donation platform, email, bulk mail tool.
- Ask if each can have named users. Most business tools let you add team members. Do that first.
- For tools that cannot, use a shared vault. A team password manager lets you share an entry without showing the password in chat.
- Turn on MFA. For shared accounts, decide which device or authenticator holds the second factor, and who can reach it.
- Change the credential at each departure. This is the reason to keep the list.
| Account type | Better approach |
|---|---|
| Website admin | Named admin for each person who needs it |
| Social media | Platform roles or a manager tool with named access |
| Domain registrar | Two named owners and a recovery plan |
| Bank or payment | Individual logins only, with tight roles |
| A tool with one seat | Vault entry plus MFA owned by a role mailbox |
Where the shared MFA device goes
The awkward part of a shared account is the second factor. Do not leave it on one volunteer's personal phone. If the tool supports several authenticators, register two, held by two people, and write down who they are. If it supports recovery codes, store those in the vault, not in an email.
Free or cheap is fine
You do not need an expensive system to improve. A reputable password manager with a team feature is better than a sheet. Check the plans yourself, because features and eligibility for nonprofit discounts change. See our guide on rolling out a password manager to a small team for the rollout.
Quick check
Is a shared inbox the same as a shared login?
No. A shared inbox gives each person their own sign in to read common mail. That is the pattern to prefer.
How long should the master passphrase be?
CISA suggests a passphrase of four to seven unrelated words for a memorable option. Make the manager's master passphrase long and unique, and turn on MFA for it.
Sources
Last reviewed: 19 October 2026.
