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Make the decision
A shared login may look convenient when a team is small, but it makes it difficult to identify who changed a profile or revoke one person’s access. Start by checking whether the service supports individual users or delegated permissions. Match each role to the work required: editing content, reviewing enquiries or administering access. If the product cannot support the team’s needs, record the limitation and choose an approved operating approach rather than informally distributing credentials.
Put it into practice
Move credentials out of chat histories and personal notes into the organisation’s approved secure process. Enable available account protections and plan recovery before removing old access. Schedule a small test: can an editor update a brochure without becoming the account administrator? Can a manager remove a departing colleague without disrupting everyone else? Keep a change log for important public edits so mistakes can be corrected even when several authorised people contribute.
Hypothetical example
A company moves from a single marketing login to named editor accounts. The designer can update images, while an administrator manages access. When a contractor’s engagement ends, their access is removed individually and the remaining team continues its work without a shared-password handover.
Make it practical.
Use this checklist as you read. Checks are not stored.References & further reading
Further reading: CISA: Secure Our World ↗Published by Tap Tap Go. Product availability and eligibility vary by programme and market. About our stories.
