Choosing a business password manager: an IT checklist

A business password manager replaces spreadsheets, sticky notes and "the passwords doc" with an encrypted vault your team can share safely. For IT teams the stakes are higher: the vault holds admin passwords, network gear, cloud consoles and recovery keys.

The checklist

1. Encryption. Secrets should be encrypted at rest, and the vendor should explain where data is stored.
2. Private and shared vaults. Each person needs a private vault, and teams need shared folders with clear access.
3. Granular sharing. Share a whole folder or a single record, with a person or by email invitation.
4. Record types. Logins, cards, secure notes, SSH keys, Wi-Fi, software licenses, server and database credentials.
5. Two-factor codes. Storing TOTP secrets on a record lets the vault show the rotating code.
6. Security audit. A score that flags weak, reused and old passwords and records without two-factor.
7. Import. Bring passwords in from LastPass, 1Password, Bitwarden, Dashlane, Keeper or a browser export without retyping.
8. Browser extensions. Fill and save logins in Chrome, Edge, Firefox and Safari.
9. Recovery. Deleted items should be recoverable for mistakes.
10. Admin and API access. Roles, user groups, and an API for automation.

The IT-specific question: endpoint credentials

IT teams keep a local admin password and often a BitLocker recovery key for every computer. In most password managers that's manual data entry that goes stale as machines are added, renamed or rotated. Ask whether the vault can be filled and updated automatically from your device management.

How business password managers are priced

Most charge per user per month, billed annually, often with a minimum number of seats. Every person with access usually counts, even if they only view passwords. Keeper, for example, publishes Business Starter at $2, Business at $4 and Enterprise at $6 per user per month billed annually (checked November 9, 2026).

If most of your users only need to look up shared passwords, a model that charges only for the people who create and edit entries can cost much less.

Where Optanik Keyring fits

Optanik Keyring is a team password vault with Keeper-style record types, private and workspace vaults, sharing by folder or record, TOTP codes, a security audit, import from the major password managers, and browser extensions. Read-only access is free for everyone; Keymasters who create and edit entries are $1.50 per month. When used with Optanik, every enrolled computer's admin login, IP addresses and BitLocker key appear in the vault automatically and stay current.