Understanding profiles in Password Boss Business

Password Boss Business provides a separate place to store personal items and team items. Adoption of Password Boss within your team will generally be higher if you provide a way for your team members to store their personal logins and details along with their team logins. This gives your users one application to use to manage all of their passwords, which will increase usage and overall adoption.

What are profiles?

Profiles are a way to organize your saved items, similar to how folders can be used to organize items.  Each Password Boss Business user will have at least 2 profiles in their account.  One profile is the team profile and is named by the account administrator in the portal. The administrator can also upload a logo to be shown along with the team profile.

The second profile is the user's personal profile and displays as Personal. This profile will also  show each user's Gravatar image next to the profile in the app.

If a Password Boss Business user receives shared items from someone in a different Password Boss Business account, the user will see a new profile identifying the shared items as originating from the different account.

Items in your team profile are not automatically shared with your team

The items in each user's team profile are only accessible to each given user.  This is like your email where every user has an account at the same domain, but the items in each user's email are private.  Password Boss works the same way. To give someone access to the items in your team profile you will need to share the items with them.

Changing profiles

You can use the profile picker to display items from all profiles or an individual profile. This is useful to limit the number of items displayed on the screen.

  • PC & Mac
  • iOS
  • Android
  1. Click the profile picker to expand the list of profiles.
  2. Click an individual profile to filter your items or All Profiles to see all items.
  1. From the bottom menu tap More ios_more_button.png 
  2. Tap the profile picker to expand the list of profiles.
  3. Tap an individual profile to filter your items or All Profiles to see all items. Tip: you can also tap the icons without opening the profile picker.
  1. From the top left tap the menu icon android_menu_icon.png
  2. Tap the profile picker to expand the list of profiles.
  3. Tap an individual profile to filter your items or All Profiles to see all items. Tip: you can also tap the icons without opening the profile picker.

 Organizing items with profiles

  • Every item must belong to a profile.
  • An item can only be in one profile at a time.
  • Each profile has its own set of folders. For example, if you want a folder named "Financial" in each profile you will need to make 2 folders, one in each profile.
  • Unless the account administrator has restricted it, items can be moved from one profile to another at any time.
  • When you share items with others all of the items you share at the same time must be in the same profile.  If you need to share items out of two profiles you will need to make two shares.
  • If your account is migrated from a personal account to a team account, all of your saved items are added to your personal profile.
  • If you import passwords and other items using the import feature on PC or Mac you will be able to choose the profile to import the items into during the import.
  • When you use the search function in the app the results include items from all profiles. 

Moving items between profiles

Items can be moved between profiles in multiple ways

  • PC & Mac
  • iOS and Android
  1. Right-click on an item and choose Change profile.
  2. Open the edit item screen and change the profile.
  3. Drag one or multiple items to a name folder. If the destination folder is in a separate profile all of the items will be updated with new folder
  4. Pin the list of folders on the left side of the app open and then drag items into new folders and/or profiles.
  1. Tap an item to open it.
  2. Tap the Edit button.
  3. Change the profile and save the item.

Logging into websites and filling in online forms 

When you are in your browser and logging into website or filling in online forms, Password Boss will show you a list of saved passwords or personal information that includes items from all of your profiles.

How profiles work with shared items

  • A share can contain items from only one profile.
  • Recipients cannot change the profile of items they receive via a share.

Profiles and Security Policies

The account administrator has several options for using the security policies to configure the level of security on profiles that is appropriate for your business and team. Here are links to the articles to review:

Remove team items when users are removed

Force team items into the team profile

Backup all team items

Restrict team items from emergency access 

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