1Password Vault Administrator Guide

Welcome to the 1Password Vault Administrator Guide. This document outlines your responsibilities and capabilities as a departmental vault administrator, providing clear instructions for managing users and passwords within your assigned vault(s) at Clackamas Community College.

Table of Contents

Prerequisites

• A 1Password Account set up with CCC

Video Tutorial: Setup Your Account

• The email you will receive to join 1Password in CCC will look like this:

Follow the instructions to set up your account.

Let's Get Started

When you first log in, you'll see Let's get started at the top of your screen. Click on the expand arrow icon to go through each of these:

1. Download the browser extension to use 1Password stored logins on websites.

2. See section Import Passwords for instructions on importing items into a vault.
   
3. The IT Department will handle the deployment of the 1Password application to your work computer. You can download the mobile versions if you wish - just follow the instructions.
   
   

Your Role as a Vault Administrator

As a departmental vault administrator, you have been granted specific permissions to manage one or more vaults assigned to your department within the college's 1Password account. While you cannot create or delete vaults, you do have the authority to:

• Add and remove users from your vaults

• Organize and maintain passwords and items in your vaults

• Assist in managing access for your department through your designated group

Vaults are created and structured by the IT department for each department at the college. As the departmental point of contact, your role is to ensure your team has proper access and to maintain the integrity of the items stored in your department’s vault.

Departmental Vault and Group Management

Vault Creation and Assignment

Vaults for each department (e.g., Admissions, Financial Aid, IT, HR) are created by central IT. Each vault is then assigned to a corresponding departmental group, such as "Admissions Team."

Using Groups to Manage Access

1. Each department has an associated 1Password group managed by the IT Department.

2. Users in your department should be added to this group to gain access to the vault.

If you need to add or remove members from your department’s group, you may do so via the administrative interface.

Managing Users in Your Vaults

Adding Users to Your Vaults

To share a vault with team members:

Using the Web Interface (1Password):

1. Under Vaults you'll see your Employee vault and the other vaults you have access to. If you manage the vault, you'll see a settings icon as shown below:
   
   Click that icon to manage the vault.

2. Click Share Vault, then enter the name of a team member or group.
   

3. Select the name from the dropdown menu.

4. Repeat for each person or group you want to add.

5. Click Share.

Removing Users from Your Vaults

To revoke a user's access to your vault:

1. Navigate to the vault settings as described above.

2. Find the user in the list of people with access.

3. Click the gear icon next to their name and scroll down to the bottom of the menu that comes up.

4. Select the option to remove them from the vault.
   

Managing User Permissions

Understanding Permission Levels

Default Permissions Notice: When a user is added to a vault, the following default permissions are automatically assigned:

Core Permissions:

• View Items

• Create Items

• Edit Items

• Archive Items

Secondary Permissions:

• View and Copy Passwords

• Copy and Share Items

These defaults have been set by IT to ensure baseline access for general users while maintaining security standards. If you need to grant additional permissions (such as Import Items or Delete Items) to a user other than the vault administrator, please submit a request to the IT Help Desk with the reason for the elevated access.

Managing Vault Content

Importing Items to Your Vault

There are two ways to import items into your vault:

1. Click on Move your passwords in within the Let's get started section on the home page.
   
2. Clicking on the Settings icon in your vault and then on the Import button on the vault page.
   
   
3. Choose the method you want to import the passwords from, whether from a different password manager, a browser, or somewhere else (spreadsheet, csv, etc.) 1Password will guide you through the process.
   

Adding Items to Your Vault

You can store a variety of items in your vault:

• Logins

• Secure notes

• Credit cards

• Identity information

• Documents

The steps vary slightly by platform, but generally:

1. Select your vault.
   

2. Click the + or New Item button.
   

3. Choose the item type.
   

4. Enter the necessary information.
   

5. Save the item.

Organizing Vault Items

Maintain a clean and organized vault by:

• Using consistent naming conventions.

• Creating categories for different types of items.

• Regularly reviewing and updating outdated information.

• Archiving items that are no longer in use but still needed for reference.
  

Best Practices for Vault Administrators

1. Document Your Vault Structure

• Detailed Organization: Maintain a clear reference document (via the Documentation Template) that outlines each vault’s name, purpose, items stored, and authorized users. For example, have separate vaults labeled “Department–Applications,” “Department–Financial,” etc.

• Naming Conventions: Agree on naming conventions so that anyone on the team can locate credentials quickly.

• Ongoing Maintenance: Update this document periodically to reflect changes in team members, vault ownership, or departmental responsibilities.

IMPORTANT: Any Vault Admin changes must be submitted via ticket to ITS with a 1Password Vault Documentation Template form attached. ITS will then review the ticket and attached document and make the necessary vault changes.

2. Train Your Users

• Hands-On Training: Conduct a dedicated training session to demonstrate how to add items to a vault, generate secure passwords, and responsibly share credentials with others.

• Reinforce Security Best Practices: Emphasize the importance of creating strong passwords, regularly updating sensitive credentials, and removing outdated items.

• Encourage Questions: Provide an open forum for discussion during the training, and make yourself available for follow-up support as users get comfortable with 1Password.

Troubleshooting Common Issues

If a user is unable to access expected information:

• Confirm their account setup is complete and verified.

• Ensure the vault is shared with them or that they belong to the proper group.

For any unresolved issues, or to request group or vault modifications, contact the IT Help Desk.

Keep in mind that while you have broad control over your assigned vaults, actions like creating new vaults, modifying groups, or managing global settings can only be performed by the college’s IT Department.