How to Choose and Govern a Password Manager Across Devices and Identity

With cyber attacks becoming more and more sophisticated over time, password managers have become an essential tool to mitigate these threats. A password manager can dramatically minimize the risk of credential theft, reuse, and weak password usage. However, they’re effective and functional if governed properly, considering factors such as how access is linked to identity, how devices enforce hygiene policies, and how logs prove compliance.

Additionally, MSPs and IT administrators opt for a cross-platform password manager that caters seamlessly to diverse systems running on Windows, macOS, iOS, Android, and web browsers. In this guide, we present the best practices in a functional framework in governing password managers across devices and identity.

Best practices summary

Prerequisites

Before proceeding with the strategies, you need to have the following:

• Current identity setup with SSO provider and group structure
• List of managed device platforms and MDM policies for passcode and autofill
• Candidate password manager shortlist with feature matrices
• Central repository for monthly evidence and runbooks

Task 1: Choose the right model

📌 Use Case:

This task compares risk, sharing control, and audit readiness by assessing whether to migrate from browser-stored passwords to an enterprise vault.

Before deploying a password manager, an MSP should first define where secrets will live and what risks need to be mitigated. Here are the steps to perform:

1. Documentation: Document risks, compliance needs, and user workflows. Additionally, determine where credentials are currently stored and map potential points of exposure.
2. Compare three common models: Identify the advantages of three standard password management deployment models:

• • Browser-only vaults: A model where passwords are stored in browser-based managers. It’s ideal for basic convenience and those of low-risk environments.
  • Enterprise vaults: A centralized model fit for policy, sharing, and reporting.
  • Hybrid vaults: A diverse model where both browser vaults and enterprise password managers are utilized, designed for phased adoptions.

3. Rating specific criteria: Score options on platform support, sharing controls, audit logs, and recovery procedures.
4. Reading reviews: Utilize public buyer guidance on password managers to evaluate usability and security features.

Task 2: Bind access to identity

📌 Use Case:

This task allows new hires to automatically gain vault access while departing users are instantly deprovisioned.

Integrating identity management ensures that password vaults are constantly synchronized with user roles. Here are actions you need to take:

• Require SSO: Use Single Sign-On (SSO) for vault access, where supported. This enforces secure vault authentication of corporate credentials through strategies such as Multi-Factor Authentication (MFA).
• Use SCIM: Utilizing System for Cross-domain Identity Management (SCIM) automatically provisions and deprovisions users for offboarding.
• Establish least-privileged access: Map groups to vault folders or collections so least-privileged access is enforced by role.
• Documentation: Record who can approve access, how offboarding works, and how suspended accounts are handled.

Task 3: Enforce device hygiene and autofill policy

📌 Use Case:

This task protects credentials when entered using unmanaged devices.

To ensure credentials are not exposed and exploited, the security team can enforce strict MDM policies like disabling autofill, especially on unmanaged devices. Here are some actions to take:

• Enforcing security mechanisms: Set minimum device passcode complexity and screen-lock timeouts.
• Managing credential autofill: On mobile, control autofill availability (restrictions may vary by OS) and clipboard behavior.
• Establishing policies on autosaving passwords: On desktops, decide when to disable browser saving if an enterprise vault is in place.
• Creating autofill guides for users: Provide a concise user guide that explains when and where autofill is permitted.

Task 4: Standardize secrets hygiene

📌 Use Case:

This task ensures that password policies are imposed, strengthening the overall security posture.

Standard password hygiene is essential for effective credential governance. Here are the steps to protect passwords across users and accounts:

• Enforce password standards: Require unique, long passwords and encourage the use of passphrases for master credentials.
• Implement password protection strategies: Enable built-in password health checks, breach monitoring, and duplicate detection.
• Protect shared credentials: Require ownership and review dates, and prohibit sharing outside approved vault collections.

Task 5: Automate rotation and emergency access

📌 Use Case:

This task minimizes human error by automating the process of rotating privileged accounts.

MSPs can automate rotation policies to ensure an error-proof process in securing credentials. Here are the steps:

• Create rotation policies for privileged and shared accounts with precise intervals and success criteria.
• Keep a break-glass account in a separate, sealed process with dual authorization and automatic expiry. This should:
  • Require dual authorization.
  • Grant time-bound access only.
  • Trigger automatic password rotation immediately after use.
• Test your recovery plan quarterly and store a short narrative of results in the evidence folder.

Task 6: Publish monthly evidence and improve

📌 Use Case:

This task demonstrates compliance maturity and provides clients with transparent security metrics.

Threats may evolve, and so do your password manager governance strategies. Ensure that your approach holds up to security standards for clients’ peace of mind by doing the following:

• Export audit logs for the following:
  • Sign-ins
  • Share events
  • Policy changes
  • SCIM adds and removals
  • Rotation outcomes
  • Health check results
• Summarize exceptions and overdue rotations.
• Assign owners and due dates.

Use these packets to refine policies and demonstrate program maturity to clients.

Best practices summary table

Automation touchpoint example

Leverage automation tools, if applicable, to streamline password manager governance. For example:

• Schedule a monthly job that pulls vault audit logs, SSO sign-ins, and SCIM deltas.
• Check rotation status for privileged credentials.
• Generate a one-page summary for each tenant, including exceptions and corresponding actions.

NinjaOne integrations

A Remote Monitoring and Management (RMM) platform like NinjaOne can complement your governance operations. For example, you can store runbooks, policy documentation, monthly evidence, and exception registers in documentation. Meanwhile, you can schedule tasks to remind owners to review rotation results and expired exceptions.

On deciding and governing a password manager

The actual value of a password manager lies in how it is governed. It doesn’t end with choosing the best password management platform. A strategic governance strategy must be continually implemented to strengthen the security posture and demonstrate threat resilience, providing clients with peace of mind.

Key takeaways:

• Pick a model that fits risk and reporting needs
• Require SSO and automate provisioning with SCIM
• Enforce device passcode and sensible autofill rules
• Rotate privileged secrets and keep a controlled break-glass
• Export logs and summarize outcomes monthly

By following these best practices, you should be able to select a password manager that best suits your organization’s needs while enhancing user access management as threats evolve.

Related topics:

• What is Credential Management? Definition & Best Practices
• SAML vs. SSO: What’s the Difference?
• How to Educate Clients on the Differences Between MFA, SSO, and Conditional Access
• What Is Credential Dumping?