{"id":13668,"date":"2025-12-03T12:11:31","date_gmt":"2025-12-03T11:11:31","guid":{"rendered":"https:\/\/planfix.com\/blog\/?p=13668"},"modified":"2026-09-26T06:29:39","modified_gmt":"2026-09-26T04:29:39","slug":"password-manager-in-planfix","status":"publish","type":"post","link":"https:\/\/planfix.com\/blog\/video\/password-manager-in-planfix\/","title":{"rendered":"How to Store Team Passwords in Planfix with Access Control"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">If shared logins live in chat threads and spreadsheets, a better way to store team passwords is a Planfix directory, so company password storage stays in the tool your team already uses. <a href=\"https:\/\/planfix.com\/features\/directories\/\">Planfix directories<\/a> hold internal company information, including passwords and access details, and you decide which employee, work group or contact can see each entry. This two-minute video shows how to configure access and add a new directory for your team\u2019s credentials.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Password Manager in Planfix | Step-by-step Guides\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/et66Rv1Ioxg?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">What the video shows: access settings and a new directory<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Configuring access (0:22): set who can work with the entries in a directory.<\/li>\n\n\n\n<li>Add new directory (0:49): create a directory and its fields for credentials.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">The steps below add details from the Planfix Help Center.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to store team passwords in Planfix, step by step<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1. Create a directory for credentials<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Open the <strong>Directories<\/strong> section from the main menu; only an <strong>Administrator<\/strong> or <strong>Technical administrator<\/strong> can create directories. Name it, for example, \u201cService logins\u201d, and add <strong>Short text<\/strong> fields for the service, login page address, login and password, plus a <strong>Multi-line text<\/strong> field for notes. Turn on <strong>Display as link<\/strong> for the address (available for text fields), and turn on <strong>Mandatory field<\/strong> for the data every entry needs.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2. Add entries and sort them into groups<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Each account becomes a directory entry. To separate credentials by team or client, sort entries into groups. When you move an entry to another group, Planfix offers to switch its permissions to those of the new group; choose <strong>Do not apply<\/strong> to keep the old ones.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3. Configure access to the directory<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Open the directory and click the key icon to open the <strong>Permissions<\/strong> tab. Click <strong>Manage<\/strong> (or an employee or group name) to open the access settings: the left panel shows who has access, and the right panel shows which entries are available to the selected employee, group or contact. Click <strong>Add access<\/strong> and pick a work group, an employee or a contact; directories support <a href=\"https:\/\/planfix.com\/features\/planfix-access\/\">access for employees, clients and external contacts<\/a>. Then select their row and set the rights:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>choose the rights: view, add, or edit and delete entries;<\/li>\n\n\n\n<li>apply them to existing entries, future entries or groups of entries;<\/li>\n\n\n\n<li>set access to directory fields if needed.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">For a single entry, open it, go to the <strong>Access<\/strong> panel and click <strong>Manage access<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 4. Restrict access to passwords: hide entries from everyone else<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">To let a team see only its client\u2019s logins, give it <strong>Viewing existing entry groups<\/strong> for that group only; to show new logins automatically, add <strong>Viewing future entries<\/strong>. For one login, use <strong>Viewing existing entries<\/strong>. The Help Center explains how to <a href=\"https:\/\/planfix.com\/help\/Setting_up_viewing_access_to_entries_or_groups_of_entries\">hide individual entries or whole groups of entries<\/a>; to hide even the fact that entries exist, click the <strong>Light bulb<\/strong> above the <strong>Name<\/strong> column so it turns gray.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 5. Share a password with your team in a comment<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">For a one-off request, the <strong>Planfix objects<\/strong> tool in the text editor adds a link to a directory entry in a comment. Every employee notified about that comment automatically gets reading access to the entry, so notify only the colleague who needs the login. A link in a <strong>Multi-line text<\/strong> custom field grants no access. For regular access, use Steps 3 and 4 instead.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 6. Revoke or delegate access<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">To revoke password access when someone changes roles or leaves, click <strong>Remove access<\/strong> next to their name in the access settings. If they got access through a work group or a comment link, review those routes too, and change the passwords they could see. An account administrator can let trusted employees manage access by adding them to the <strong>Can manage directory access<\/strong> field on the same tab; only employees can get this right, not contacts.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Use cases: client credentials, department logins and contractors<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Agencies:<\/strong> store client credentials in one group per client, with access for the team that serves it.<\/li>\n\n\n\n<li><strong>Department heads:<\/strong> grant a group of entries to the department\u2019s work group, with <strong>Viewing future entries<\/strong> so new logins reach the whole team.<\/li>\n\n\n\n<li><strong>Companies working with contractors:<\/strong> give an external contact access only to the entries they need, and click <strong>Remove access<\/strong> when the project ends.<\/li>\n\n\n\n<li><strong>Administrators:<\/strong> let team leads manage directory access, so not every request has to go through one person.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Team password storage FAQ: safety and plans<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Can Planfix be used as a password manager?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Yes. The Planfix Help Center names this use case: directories store usernames and passwords for different resources, and access settings control who sees each entry.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Is it safe to store passwords in Planfix?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Planfix offers optional two-factor authentication, uses the TLS 1.2 protocol to encrypt connections to account data, and backs up all data daily in encrypted archives; read more about <a href=\"https:\/\/planfix.com\/security\/\">two-factor authentication and encrypted connections<\/a>. Directory fields have no dedicated password type or masking, so access settings are what keep credentials private. We recommend two-factor authentication for everyone who can open the password directory.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Do directory access settings work on the Free plan?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Yes. Access settings for directories, entries and fields in entries are available on every plan, including Free. Directory groups, used in Step 2, aren\u2019t included in Free.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Move shared logins into one directory<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Start with the shared logins your team asks for most often, move them into one directory and set access once. The Help Center explains how to <a href=\"https:\/\/planfix.com\/help\/Access_to_directories\">set up access to a directory and its entries<\/a>, and the same feature helps you <a href=\"https:\/\/planfix.com\/blog\/video\/directories-in-planfix-how-to-standardize-data-entry\/\">standardize data entry with directories<\/a>. New to Planfix? <a href=\"https:\/\/planfix.com\/signup\/\">Sign up<\/a> to try it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This video was featured in <a href=\"https:\/\/planfix.com\/blog\/news\/whats-new-in-planfix-november-2025\/\">What\u2019s New in Planfix: November 2025<\/a>.<\/p>\n\n","protected":false},"excerpt":{"rendered":"<p>Store team passwords in Planfix directories and choose who can view, edit or delete each entry. A two-minute video on access settings and new directories.<\/p>\n","protected":false},"author":6,"featured_media":0,"comment_status":"open","ping_status":"","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_s2mail":"","footnotes":""},"categories":[498],"tags":[168,174],"class_list":["post-13668","post","type-post","status-publish","format-standard","hentry","category-video","tag-access","tag-directories"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 4.9.10 - aioseo.com -->\n\t<meta name=\"description\" content=\"Store team passwords in Planfix directories and choose who can view, edit or delete each entry. 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