Overview
At this stage, administrators extend Vault’s capabilities from individual use to secure, team-based access. The goal is to create controlled visibility into shared credentials while maintaining strong encryption and accountability for every user action.
Team Access introduces organizations, managed spaces within Vault that allow users to share credentials, assign access by role, and simplify password distribution without reducing security.
Creating a Vault Organization
Administrators can create an organization to manage shared credentials across departments or small teams.
- Log in to Vault using your Scout credentials.
- From the dashboard, select Create Organization.
- Assign a name and description that identify its purpose (for example, “IT Department” or “Finance”).
- Invite members by their registered Scout Vault email addresses.
- Choose each user’s role (for example, Admin, Manager, or User) depending on how much control they need.
- Use collections to organize credentials into logical groups, such as, infrastructure, marketing, or shared tools.
Members can now access only the credentials assigned to their collections, ensuring proper segregation of access.
Access Control and Permissions
Access visibility is managed through organization roles and collection assignments:
- Admins can manage members, policies, and all credentials.
- Managers can edit credentials in assigned collections.
- Users can view and use shared passwords but cannot export or modify them.
Using least-privilege principles here helps balance operational efficiency with security assurance.
Recommended Practices
To maintain visibility and security as the organization grows:
- Require that each team member has their own Vault account and never share logins.
- Periodically review collection memberships to ensure proper access.
- Establish naming conventions for collections to keep credentials organized.
- Encourage users to store personal credentials separately in their individual vaults.
- Review the organization’s event log periodically to verify activity and detect anomalies.
Maturity Progress
By enabling secure credential sharing, your organization reaches Level 2 — Visibility 🟡 within the Vault maturity model. Teams now have structured access to shared credentials, ensuring operational transparency and reducing password sprawl.