Understanding profiles
Gain insight into how profiles in Password Boss
Written by Owen Parry
Updated at August 9th, 2024
Table of Contents
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 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 two profiles in their account. One profile is the business 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 is displayed 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 a different account.
Items in your business profile are not automatically shared with your team
The items in each user's team profile are only accessible to each 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 business profile, you must share them 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.
Web-App
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Click the profile picker to expand the list of profiles.
- Click an individual profile to filter your items.
iOS
- From the bottom menu, tap More
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Tap the profile picker to expand the list of profiles.
- 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.
Android
- From the top left tap the menu icon
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Tap the profile picker to expand the list of profiles.
- 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 two folders, one in each profile.
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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 simultaneously must be in the same profile. You must make two shares if you need to share items from two profiles.
- If your account is migrated from a personal account to a business account, all your saved items are added to your personal profile.
- If you import passwords and other items using the import feature on a PC or Mac, you can 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
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Right-click on an item and choose Change profile.
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Open the edit item screen and change the profile.
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Add one or multiple items to a named folder. If the destination folder is in a separate profile, all of the items will be updated with new folder
iOS and Android
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Tap an item to open it.
- Tap the Edit button.
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Change the profile and save the item.
Logging into websites and filling in online forms
When you are in your browser and logging into the website or filling in online forms, Password Boss will show you a list of saved passwords or personal information that includes items from all 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 business profile items when users are removed