How to Share Passwords and Use Shared Folders in Keeper

Applies to: Windows 10/11, macOS, Google Chrome, Microsoft Edge, Firefox, Safari, iPhone, iPad, and Android
Difficulty: Beginner to Intermediate
Estimated Time: 5–10 minutes

Overview

Keeper Password Manager allows you to securely share passwords and other sensitive records with authorized coworkers without sending credentials through email, text messages, or chat. Instead of copying and pasting passwords, you can use Keeper’s encrypted sharing features to give another person access to a specific record or an approved collection of records.
Keeper supports three common ways to share information:

  • Record Sharing: Share an individual password or record with another Keeper user.
  • Shared Folders: Provide authorized employees access to multiple records in a centrally organized folder.
  • One-Time Share: Create a temporary secure link to a record for an authorized recipient who may not have a Keeper account.

This guide explains how to share records, use shared folders, understand access permissions, and manage temporary sharing links.

Before You Begin:

  • Make sure your Keeper account is activated.
  • Sign in using your organization’s approved authentication method.
  • Confirm that you have permission to share the record.
  • Know the recipient’s correct work email address.
  • Verify that the intended recipient is authorized to access the information.
  • Confirm whether your organization requires business credentials to remain in company-managed shared folders.

Important: Your organization may restrict external sharing, One-Time Share, or record permission changes. If a sharing option is unavailable, contact True Synergy Networks rather than attempting to bypass the restriction.

Understanding Keeper Sharing Methods

Individual Record Sharing

Individual record sharing is useful when one coworker needs access to a particular login.

Example:

A coworker needs access to an approved vendor portal. Instead of sending the password through email, you share the Keeper record with that employee.

The coworker can then access the record through their own Keeper account.

Shared Folders

Shared folders are useful when a department or team needs access to multiple records.

Example:

Your accounting department may have a shared folder containing approved bookkeeping, invoicing, and vendor portal records.

Authorized employees can access the shared folder according to their permissions.

One-Time Share

One-Time Share allows you to generate a secure, time-limited link to a Keeper record.

This is useful when an authorized recipient needs temporary access but does not have a Keeper account.

Important: One-Time Share grants access to the information in the record. Only use it for approved recipients and approved purposes.

Recommendation: For ongoing employee access, use standard Keeper sharing or an approved shared folder rather than repeatedly sending temporary links.

Understanding Keeper Sharing Permissions

Keeper supports different permission levels when sharing individual records.

PermissionWhat It Allows
View OnlyAccess the record without permission to edit or reshare it
Can EditModify the record’s contents
Can ShareShare the record with additional authorized Keeper users
Can Edit & ShareModify and share the record
Transfer OwnershipTransfer control of the record to another user

Important: Sharing permissions control actions inside Keeper. A recipient who is authorized to view a password may still be able to use that credential to access the associated website.

Only share credentials with people who are approved to use them.

Security Recommendation: Grant the minimum permissions necessary. Most coworkers who only need to use an existing password do not require editing or sharing privileges.

Windows or Mac — Share an Individual Password

Step 1: Open Keeper

  1. Open your Keeper desktop application or Web Vault.
  2. Sign in using your assigned account.
  3. Complete any required authentication.
  4. Wait for your vault to load.

Step 2: Locate the Record

  1. Open My Vault.
  2. Search for the password or record you want to share.
  3. Select the correct record.
  4. Review the title, username, and website address.

Important: Confirm that you have selected the correct record before sharing it.

Step 3: Open Sharing Options

  1. Open the selected record.
  2. Click Share.
  3. Locate the option to share with another Keeper user.

Step 4: Enter the Recipient

  1. Enter the recipient’s work email address.
  2. Verify the spelling carefully.
  3. Select the correct person if Keeper displays matching users.
  4. Review the available permission settings.

Step 5: Choose Permissions

  1. Select the appropriate permission level.
  2. Use View Only if the recipient only needs access to the record.
  3. Enable editing or resharing only when necessary and authorized.
  4. Review the permissions before continuing.

Step 6: Complete the Share

  1. Click Share, Save, or the available confirmation button.
  2. Wait for Keeper to process the request.
  3. Confirm that the recipient appears in the record’s sharing information.

Note: If this is the first time you have shared a record with that Keeper user, the recipient may need to accept a sharing invitation before accessing the record.

How to Accept a Shared Keeper Record

If a coworker shares a Keeper record with you, you may need to accept an invitation.

Step 1: Check Your Notifications

  1. Open your work email.
  2. Look for an expected Keeper sharing invitation.
  3. Confirm that you recognize the sender.
  4. Follow the approved invitation instructions.

Step 2: Sign In to Keeper

  1. Open your Keeper account through the approved login page or application.
  2. Complete your assigned authentication process.
  3. Review the sharing request.
  4. Accept the request if appropriate.

Step 3: Locate the Record

  1. Open your Keeper Vault.
  2. Search for the shared record.
  3. Open it.
  4. Confirm that the information belongs to the expected account.

Important: Never accept or use an unexpected shared credential without verifying the sender and its purpose.

How to Stop Sharing an Individual Record

If someone no longer needs access to a record, users with the required permissions may remove the share.

Step 1: Open the Record

  1. Sign in to Keeper.
  2. Locate the shared record.
  3. Open it.
  4. Click Share.

Step 2: Review Existing Access

  1. Review the users who currently have access.
  2. Locate the recipient whose access should be removed.
  3. Verify that you selected the correct person.

Step 3: Remove Access

  1. Select the available remove or revoke option.
  2. Confirm the change.
  3. Verify that the recipient no longer appears in the sharing list.

Important: Removing access in Keeper does not change the actual password on the website.

If the recipient previously knew or used the password, consider whether your organization’s security policy requires that credential to be rotated.

Contact True Synergy Networks if the credential needs to be secured after an employee’s access is removed.

Understanding Shared Folders

A Shared Folder contains records that can be accessed by multiple authorized Keeper users.

Shared folders provide a convenient way to manage credentials for departments and teams.

Example Shared Folder Structure

Accounting

  • Invoicing Portal
  • Vendor Payment Portal
  • Financial Reporting System

Operations

  • Scheduling Platform
  • Service Management Portal
  • Vendor Support Portal

Marketing

  • Social Media Accounts
  • Website Services
  • Approved Marketing Platforms

Important: These are organization examples. Actual shared folders and permissions are determined by your company’s access policies.

How to Access an Existing Shared Folder

Step 1: Open Keeper

  1. Open the Keeper desktop application or Web Vault.
  2. Sign in using your assigned account.

Step 2: Locate Shared Folders

  1. Open your vault’s folder navigation.
  2. Locate the shared folder assigned to your department or team.
  3. Click the folder to open it.

Step 3: Open a Record

  1. Review the records inside the shared folder.
  2. Select the record you need.
  3. Verify the website and username.
  4. Use the record through KeeperFill or the approved Keeper controls.

Note: Some records may be view-only. This is normal when your organization limits editing permissions.

How to Create a Shared Folder

If your organization permits users to create shared folders:

Step 1: Open Your Vault

  1. Sign in to Keeper.
  2. Open My Vault.
  3. Click + Create New.

Step 2: Select Shared Folder

  1. Select Shared Folder.
  2. Enter a descriptive folder name.
  3. Choose its parent folder or location if prompted.

Step 3: Review Folder Permissions

Keeper may display settings controlling:

  • Who can manage users.
  • Who can manage records.
  • Whether records can be edited.
  • Whether records can be shared with additional users.
  1. Review the available settings.
  2. Select only the permissions authorized by your organization.
  3. Click Create.

Important: Creating a shared folder does not automatically mean that every employee should have access to it.

If your organization centrally manages shared folders, contact True Synergy Networks instead of creating a new one.

How to Add a Coworker to a Shared Folder

You must have permission to manage users in the shared folder.

Step 1: Open the Shared Folder

  1. Open Keeper.
  2. Select the shared folder.
  3. Open its information or management options.

Step 2: Manage Users

  1. Locate the Users section.
  2. Select Manage Users or the available invitation control.
  3. Enter the coworker’s work email address.
  4. Verify the recipient.

Step 3: Set Permissions

  1. Review the available permission settings.
  2. Grant the minimum access required.
  3. Avoid enabling user management or record management privileges unless necessary.
  4. Save your changes.

Important: Adding someone to a shared folder can give them access to multiple records. Review the folder contents before granting access.

How to Add a Password to a Shared Folder

Step 1: Find the Record

  1. Open Keeper.
  2. Search for the record.
  3. Confirm that it contains the intended credentials.

Step 2: Add the Record

  1. Open the record’s available organization or sharing options.
  2. Select the action to add or move the record to a folder.
  3. Choose the appropriate Shared Folder.
  4. Confirm the change.

Step 3: Review Access

  1. Open the Shared Folder.
  2. Confirm that the record appears.
  3. Review the people who have access to the folder.
  4. Verify that sharing the credential is permitted.

Important: When adding a record to a shared folder, authorized folder members may gain access to it according to the folder and record permissions.

Do not add personal passwords, individual Microsoft 365 account passwords, or other private credentials to shared folders without authorization.

How to Remove Someone From a Shared Folder

If you have permission to manage shared folder users:

  1. Open the Shared Folder.
  2. Locate its user management section.
  3. Review the existing members.
  4. Select the person whose access should be removed.
  5. Choose the available remove option.
  6. Confirm the change.

Important: Removing a user from a shared folder does not automatically invalidate credentials they previously accessed.

If the person should no longer be able to access the underlying services, notify True Synergy Networks or your organization’s authorized administrator.

How to Use Keeper One-Time Share

One-Time Share creates a temporary, secure link to a Keeper record. The recipient does not need a Keeper account to access the shared information.

Step 1: Open the Record

  1. Sign in to Keeper.
  2. Find the record you want to share.
  3. Open the record.
  4. Click Share.
  5. Select One-Time Share, if available.

Step 2: Create a Share Link

  1. Click Create a One-Time Share or the available create-link control.
  2. Select the permitted access duration.
  3. Review any additional options.
  4. Create the share link.

Recommendation: Choose the shortest access duration that reasonably meets the recipient’s needs.

Step 3: Send the Link

  1. Copy the generated link.
  2. Verify the recipient’s identity.
  3. Send the link through your organization’s approved communication method.

Important: A One-Time Share link provides access to sensitive record information. Treat it as confidential.

Do not publish share links in public channels, support forums, or places where unauthorized people may access them.

Step 4: Recipient Opens the Link

  1. The recipient opens the secure Keeper share link.
  2. Keeper displays the record through a browser.
  3. The recipient can access the permitted information.
  4. Access expires according to the configured duration.

Keeper’s One-Time Share technology can bind access to the first recipient device that opens the link.

Important: The first device or browser opening the link may become the authorized device for that share. Make sure the intended recipient opens it first.

Note: One-Time Share is time-limited, but it does not automatically revoke a password that the recipient has already seen or used.

How to Revoke a One-Time Share Link

If a link was sent incorrectly or is no longer needed:

  1. Open Keeper.
  2. Locate the record associated with the share link.
  3. Open Share → One-Time Share, if available.
  4. Review the active share links.
  5. Select the link that should be revoked.
  6. Use the available revoke or delete control.
  7. Confirm the action.

Important: Revoking a link prevents future authorized access through that link, but it cannot make a recipient forget information already viewed or copied.

If the credential was shared with the wrong person, contact True Synergy Networks promptly.

iPhone or iPad — Share a Record

Step 1: Open Keeper

  1. Open the Keeper mobile application.
  2. Sign in using your assigned account.
  3. Unlock the vault if necessary.

Step 2: Select a Record

  1. Locate the record you want to share.
  2. Tap to open it.
  3. Select Share.

Step 3: Share With a User

  1. Tap Share with User.
  2. Enter the recipient’s work email address.
  3. Review the available permission toggles.
  4. Select the appropriate permissions.
  5. Tap Save.

Note: If this is the first time sharing with the recipient, they may need to accept a sharing invitation.

iPhone or iPad — Create a One-Time Share

  1. Open Keeper.
  2. Select the record.
  3. Tap Share.
  4. Select One-Time Share.
  5. Tap Create a Share Link.
  6. Select the access expiration.
  7. Create the link.
  8. Share it through an approved method.

Important: Verify the recipient before sending the link.

iPhone or iPad — Use Shared Folders

Open an Existing Folder

  1. Open Keeper.
  2. Locate the Shared Folder in your vault.
  3. Tap the folder.
  4. Select the record you need.

Create a Shared Folder

If permitted:

  1. Tap +.
  2. Select Create Shared Folder.
  3. Enter a name.
  4. Tap Save.

Add Users or Records

If you have the required permissions:

  1. Open the Shared Folder.
  2. Tap the three-dot menu.
  3. Select Manage Users & Records.
  4. Use the Users tab to manage authorized members.
  5. Use the Records tab to manage shared records.
  6. Review permissions.
  7. Save your changes.

Note: Some organization-managed folders may be read-only or restrict membership changes.

Android — Share a Record

  1. Open the Keeper application.
  2. Sign in and unlock your vault.
  3. Locate the intended record.
  4. Open the record’s sharing options.
  5. Select the option to share with another Keeper user.
  6. Enter the recipient’s email address.
  7. Set the appropriate permissions.
  8. Save the share.

Important: Verify the email address and permissions before completing the action.

Note: Menu layouts may differ slightly depending on the Keeper Android application version.

Android — Access Shared Folders

  1. Open Keeper.
  2. Navigate to your vault folders.
  3. Locate the Shared Folder.
  4. Tap to open it.
  5. Select the record you need.
  6. Use the record according to your assigned permissions.

If your account allows shared folder management, additional controls may appear for managing users and records.

Important: Do not change shared folder membership or permissions unless authorized by your organization.

Android — Use One-Time Share

  1. Open Keeper.
  2. Locate the record you want to share.
  3. Open its sharing options.
  4. Select One-Time Share, if available.
  5. Create a share link.
  6. Choose an appropriate expiration.
  7. Send the link through an approved method.

Note: If One-Time Share is unavailable, it may be restricted by your organization’s security policies.

Best Practices for Sharing Business Passwords

When sharing passwords through Keeper:

  • Share only with authorized recipients.
  • Verify email addresses before granting access.
  • Use View Only permissions when editing is unnecessary.
  • Avoid granting resharing permissions unless required.
  • Use shared folders for ongoing department access.
  • Use One-Time Share for approved temporary access.
  • Choose short expiration periods for temporary links.
  • Remove access when an employee no longer requires it.
  • Follow your organization’s credential rotation procedures.
  • Report accidental sharing immediately.

Important: Never assume that removing someone from Keeper also revokes their access to the associated website or application.

Access removal and password rotation may be required separately.

Troubleshooting

I Cannot Find the Share Button

If the Share option is missing:

  1. Confirm that you are signed into the correct Keeper account.
  2. Open the intended record.
  3. Review the available actions.
  4. Check whether the record is managed by a shared folder.
  5. Contact True Synergy Networks if the option is unavailable.

Note: Your organization may restrict record sharing or resharing.

I Cannot Share a Record With a Coworker

If the share fails:

  1. Verify the recipient’s email address.
  2. Confirm that the record can be shared.
  3. Check whether the recipient must accept an invitation.
  4. Review any displayed error.
  5. Contact True Synergy Networks if the issue continues.

My Coworker Cannot See the Shared Password

If the recipient cannot locate a shared record:

  1. Confirm that the share was completed.
  2. Verify the recipient’s email address.
  3. Ask them to sign in to their assigned Keeper account.
  4. Check whether an invitation needs to be accepted.
  5. Ask them to search the vault for the record.

If the record remains unavailable, contact True Synergy Networks.

I Cannot Edit a Shared Record

If editing is disabled:

  1. Open the record.
  2. Review the assigned permissions.
  3. Determine whether you have View Only access.
  4. Contact the record owner or True Synergy Networks if additional access is required.

Important: Do not create unauthorized duplicate records to work around editing restrictions.

I Cannot Add Someone to a Shared Folder

If user management is unavailable:

  1. Open the Shared Folder.
  2. Check whether you have permission to manage users.
  3. Review any error message.
  4. Contact the folder owner or True Synergy Networks.

Note: Not every Shared Folder member can manage membership.

I Cannot Add a Record to a Shared Folder

If the action fails:

  1. Verify that you selected the correct folder.
  2. Check whether you have permission to manage records.
  3. Review any restriction or error.
  4. Contact True Synergy Networks if assistance is needed.

My One-Time Share Link Expired

If a recipient cannot open an expired link:

  1. Confirm that the link has expired.
  2. Determine whether the recipient still needs access.
  3. Create a new One-Time Share only if permitted.
  4. Choose an appropriate expiration.

Important: Do not extend access unnecessarily or create repeated links to bypass an organization’s sharing policies.

My One-Time Share Link Says It Is Already Bound to Another Device

Keeper may bind One-Time Share access to the first device that opens the link.

If the intended recipient cannot access it:

  1. Confirm that the correct person received the link.
  2. Determine whether it was previously opened on another device.
  3. Revoke the existing link if appropriate.
  4. Create a new approved share link for the intended recipient.

Important: If an unauthorized person may have opened the link, report the issue to True Synergy Networks.

I Sent a Share Link to the Wrong Person

If a One-Time Share link was sent incorrectly:

  1. Open Keeper immediately.
  2. Revoke the share link if possible.
  3. Do not send additional credentials.
  4. Notify your organization’s authorized contact.
  5. Contact True Synergy Networks.

Important: If the unintended recipient had access to the underlying password, the password may need to be changed.

A Former Employee Still Had Access to a Shared Password

If you believe someone who no longer works for the organization may know a shared credential:

  1. Stop sharing the affected record.
  2. Notify your organization’s authorized administrator.
  3. Contact True Synergy Networks.
  4. Follow the approved procedure for revoking application access and rotating passwords.

Important: Removing someone from Keeper does not automatically revoke access to an external website where they may still know the password.

I Do Not See the Shared Folder I Need

If an expected Shared Folder is missing:

  1. Confirm that you are signed into the correct Keeper account.
  2. Search the vault for the folder.
  3. Check whether an invitation is pending.
  4. Allow time for synchronization.
  5. Contact True Synergy Networks if the folder is still missing.

Note: Shared folder visibility depends on your assigned access permissions.

Additional Information

  • Keeper supports encrypted sharing of individual records.
  • Record permissions can restrict editing and resharing.
  • Shared Folders allow authorized teams to access multiple records.
  • Shared folder members may have different user and record management permissions.
  • One-Time Share allows temporary access without requiring the recipient to create a Keeper account.
  • One-Time Share links expire according to their configured access duration.
  • One-Time Share may bind access to the first recipient device that opens the link.
  • Revoking Keeper access does not automatically change the underlying website password.
  • Removing a user may require additional credential rotation or application access revocation.
  • True Synergy Networks manages organization-level sharing policies, permissions, and advanced troubleshooting.

Security Reminder: Never share business passwords through unsecured email, text messages, personal messaging apps, or public links. Use Keeper’s approved sharing features and grant only the access each person requires. Verify recipients before sharing records or creating One-Time Share links, and revoke access promptly when it is no longer needed. If you accidentally expose a credential or notice unauthorized sharing, contact True Synergy Networks immediately.