Remote work has fundamentally changed how teams operate. But one challenge keeps causing security headaches: how do you share passwords and credentials with teammates who are scattered across different cities, countries, and time zones?
The Remote Work Password Problem
When everyone is in the same office, sharing a password might mean walking over to someone's desk and typing it in. But in a remote team, that is not an option. The path of least resistance — pasting it into Slack or sending it via email — is also the most dangerous.
Common Mistakes Teams Make
Slack/Teams Messages
Pasting credentials into a Slack channel means they stay in the message history indefinitely. Anyone with access to that channel — including future team members — can search and find them.
Shared Spreadsheets
Keeping passwords in Google Sheets or Notion documents creates a single point of failure. If that document is compromised, every credential in it is exposed.
Email Chains
Emailing passwords creates permanent copies in sent folders, inboxes, and email server backups. These can be accessed years later if an account is compromised.
Solutions for Team Password Sharing
Password Managers (1Password, Bitwarden)
For credentials that multiple team members need ongoing access to, a team password manager is the best solution. Tools like 1Password and Bitwarden allow teams to share vaults securely, with access controls and audit logs.
One-Time Secret Links (PassLink)
For credentials that need to be shared once — like initial setup passwords, temporary access tokens, or one-off API keys — a self-destructing link is the better choice. The credential is encrypted, shared, viewed, and then permanently destroyed.
When to Use Which
Use a password manager when multiple people need ongoing access to the same credential. Use one-time links when you need to send a credential to someone once — during onboarding, for a one-time task, or for temporary access.
Step-by-Step: Share a Password with PassLink
- 1Open PassLink — no account or signup required
- 2Paste the password or credential into the encrypted form
- 3Set expiration time (1 hour is recommended for initial sharing)
- 4Enable password protection for extra security
- 5Click 'Create Secret Link' and send the link to your teammate
- 6Share the link password via a separate channel (e.g., voice call)
Best Practices Checklist
- ✓ Never share passwords in Slack, Teams, or email
- ✓ Use a password manager for shared ongoing access
- ✓ Use one-time links for initial credential sharing
- ✓ Enable password protection on sensitive links
- ✓ Rotate credentials after sharing with temporary team members
- ✓ Use the shortest expiration time that works for your situation
Conclusion
Sharing passwords in remote teams does not have to be insecure. By using the right tool for each situation — password managers for ongoing access, one-time links for temporary sharing — your team can stay productive without compromising security.