Start with a full password inventory
Before anything moves, list every place your team keeps access details. That usually includes browsers, shared notes, spreadsheets, message threads, old handover documents and personal mobile devices. A proper inventory gives you a clear picture of what must be migrated, what should be deleted and what needs a stronger process after the move.
For small teams in Woodstock, Johannesburg, Pretoria, Durban or Gqeberha, this step often uncovers the same problem in different forms. One person knows the login for accounting, another holds the supplier portal details and a third keeps client access on a phone. If you do not capture all of it first, you will miss items during go-live and create extra admin later.
- List every application, portal and shared account
- Mark who currently knows each password
- Note any accounts tied to ex staff or old suppliers
- Flag critical systems used for payroll, invoicing, banking or client work
- Identify accounts that need multi-factor login before migration
Sort accounts before you import anything
Once the inventory is complete, sort the accounts into groups. This keeps the migration structured and helps you decide what belongs in the vault, what needs a new password and what should be retired. The aim is to avoid copying bad habits into the new system.
At this stage, many businesses also remove old access that no longer serves a purpose. That includes trial accounts, unused vendor logins and old shared passwords that no one has checked in months. If your team works across Cape Town and remote sites, this is the moment to confirm who still needs each login, especially where staff work from home or on the road.
- Keep active business accounts
- Reset passwords for any account that has been widely shared
- Delete stale or duplicate logins
- Separate admin access from day to day user access
- Prepare a list of accounts that need permission changes before import
Build the vault structure and permission map
A password migration works better when the vault is organised before the first item is added. Set up folders or collections by team, function or client group so people only see what they need. Good structure reduces confusion and helps with offboarding later, which matters when staff change roles or leave on short notice.
Permission mapping should be done with care. In many small businesses, one person in operations or finance ends up holding far too much access. That becomes a problem when staff are on leave, during load-shedding delays or when urgent work needs to continue after hours. Define who can view, edit or share each set of credentials and keep it simple enough for daily use.
- Create team-based or department-based vault sections
- Assign admin rights only where they are needed
- Limit shared access to approved staff only
- Set up naming rules for accounts and folders
- Record who approves new access requests
Move passwords safely and reset what matters
When the structure is ready, move the credentials into the managed system in a controlled way. Sensitive accounts should be handled first, especially banking, payroll, tax, cloud storage and customer systems. Where possible, move items in batches so you can check each one before carrying on. That way you catch mistakes early instead of after the whole team has changed over.
Any password that has been exposed in a spreadsheet, message chain or shared note should be reset after migration. If the same password was used on more than one service, change all related accounts one by one. Coastal humidity, power interruptions and rushed handovers can all make errors more likely, so keep the process calm and documented. A good migration plan includes a short validation step after every batch.
- Import only verified accounts
- Reset passwords that were previously shared too widely
- Test each high risk login after import
- Confirm recovery details and backup access
- Keep a written record of what was moved and changed
Train the team before go-live day
Even a well-planned migration can fail if people are not shown how to use the new system. Keep the training practical and short. Show staff how to save credentials, find shared logins, request access and use single sign-on where it has been set up. For remote teams nationwide, a live online session works well, with a follow-up guide they can refer to later.
Training should also cover what not to do. Staff must stop saving passwords in browsers, sending login details on chat and reusing the same password across multiple systems. The point is not to make their work harder. It is to reduce repeated resets and support calls, while making access easier when someone is off sick or working after hours.
- Show each user how to log in and find their assigned accounts
- Explain how shared access works for team logins
- Cover offboarding steps for departing staff
- Set rules for mobile use and remote work
- Give admins a clear contact point for support
Check the first week closely and clean up after
The first week after migration is where most small issues show up. Someone may have an old bookmark, a permission may be missing or a shared account may still be sitting in a browser. Do a short review every day during the first few days so problems are fixed fast and staff do not drift back to old habits.
Once everyone is working from the new system, remove the old password storage methods completely. Archive spreadsheets, clear browser saved passwords where needed and confirm that former staff no longer have access. Then schedule your next access review so the system stays tidy as the team grows. A clean migration is not just about the handover, it is about keeping control month after month.
- Check that all active users can sign in
- Confirm shared accounts are being used correctly
- Remove old storage files and notes
- Review access for any new starters or leavers
- Set a date for the first quarterly access review
