5 reasons why you need to use a password administrator

In the 2025 Specops Weak password report, researchers analyzed around 1,089 billion stolen passwords and found that the most commonly violated passwords consisted of eight characters.

Alarming, out of a billion compromised passwords, almost 230 million would be considered complex. This means they had at least eight grades, a capital letter, a number and a special character.

This shows how advanced hacking techniques have become in recent years, which strengthens the need for a safe and reliable password management service.

Password administrators are designed to eliminate weak passwords and make it much harder for attackers to compromise credentials. In this article, we discuss five reasons why you will need a password administrator.

What is a password administrator?

A password administrator is software that stores passwords, usernames and other login information in an encrypted vault. They can host the cloud or on-premium and can accommodate both individual users and organizations.

Examples of password administrators providers include Bitvarden, 1Password, keeper, Dashlane, Lastpass and Nordpass. For a more detailed guide, see our full password cheating cheating that dives into password managers in -depth.

While all this sounds neat and neat, you may be asking, “Why not just use the reliable pen and paper?” To save all your passwords.

Well, here are five reasons why a password administrator is definitely worth considering.

5 reasons why you need a password administrator

1. Your passwords are too simple

This is the biggest reason, carried none. If you are using passwords that you can easily remember (such as password, password123, Happyhappyjoyjoy, etc.) you are in danger. Why? Simple passwords are easier to crack. With the right tools (and enough horsepower), a hacker can crack these simple passwords in seconds or minutes. Because of this you will make sure that the passwords you are using are difficult (if not impossible) to remember.

A good rule of thumb is that if you can easily remember a password, it’s probably easy to crack. The harder this password is to remember, the harder it is to crack. So when you use such difficult passwords, you need a vault to house them. This is where a password administrator comes into play.

2. Password administrators include random password generators

When talking about complicated passwords, do not try to come up with complicated passwords on your own or you will end up with variations on your usual theme. Instead, you need a password administrator that includes a random password generator to create very complicated passwords. Most password administrators, such as the Bitvaarden, allow you to configure how complicated the password is. With these tools you can generate passwords that are 20 random characters long or even indelible, random sentences. Use these tools and your passwords will be very complicated and therefore strong.

3. You only need to remember a password

With a password administrator, you only need to remember a password – the one used to access your saved passwords. This is called the Master password.

With this in place, you don’t have to worry about remembering all the new and very complex passwords generated by the manager. Open the management tool, type your Master password and find the password you need. One warning to this is to make sure your Vault -Password is not simple. It doesn’t have to be too complicated, just not obvious.

4. The numbers are against you

How many accounts do you have that require a password? Tens of thousands? Hundreds? The more accounts you have, the more likely it is that the numbers are against you. Because of this you probably use the same password for everything, which is a huge no no. You will need different passwords for each account. With so many different passwords how are you going to remember them? You are not (especially if these passwords are complicated). That’s another big reason to use a password administrator.

It is another big reason to use a password administrator as these tools are designed to store hundreds of passwords and login lightly. Do you remember reason 3? Only a password requires to remember!

5. Passwords will always be ready with device synchronization

Some password managers allow you to sync your password database across all your devices. With this feature you can access your passwords on your desktop, your laptop and your mobile devices. This way you always have your passwords available. If you choose to use this feature, make sure you have your password database encrypted with a strong password. The last thing you need is for a bad actor to intercept your database and crack it via Brute Force.

Bonus Reason: That’s the Wise Thing To Do

Yes, using a password administrator adds one step or two to the log-in process. But when your data and security are at risk, these extra steps are worth it. With each of the existing day you continue to count on the simple passwords, you risk risking data theft. Be wise and use a password administrator … Before it’s too late.

If you are curious to learn more about password managers I highly recommend checking our Password administrators 101 Video feature on the official TechPublic YouTube channel.

In that video, we delve into how password managers work, who they are for, and what concrete benefits they supply companies and individuals.

SEE: It Leader’s Guide to Cybersecurity Awareness Training Training (TechPublic Premium)

Selecting a password administrator for your business

Password administrators provide strong, random passwords that are different for each site or service. Unlike eight-character passwords that can be broken via brute force in short order, these passwords are adverse of any known technology. But as the recent hacks of password managers made it clear, the technology is not infallible. Here are a few tips to guide the decision that providers must favor:

Reputable seller

Do not use a startup based on areas where there may be a lack of police work of online behavior. Look for suppliers that are regularly shown in analyst reports from them as a gardener, IDC and other well -known analytic companies.

Cloud versus on site

Tools that store passwords in the cloud are more susceptible to attacks. Favorite those who store them locally on your device, especially if your business is primarily on site.

On the other hand, cloud -based password managers can work better for hybrid workforce as it also makes credentials that are also available to remote workers. I recommend looking at which system works best for your special business.

Safety features

Some password managers have better security protection measures than others. For example, those who use a device -based password administrator must ensure that they can be automatically locked after a very short time with inactivity. In addition, select tools where multifactor approval, such as receiving a text for your phone, is required to unlock the password administrator. Otherwise, a keylogger could easily be used by a hacker to compromise the machine. And demand encryption of stored passwords, logon names, URLs and other sensitive data from a potential supplier.

Patch hygiene

Like any software or system, password administrators contain errors and software vulnerations are sometimes detected. These errors and vulnerabilities can be exploited by attackers to access, sometimes even when locked. Some suppliers supply patches and leave it to the organization to install them. Others are automatically implementing them so they are always up to date. Check in on patch hygiene practice at supplier candidates to see who demonstrates the most responsible attitude to patching of password managers. Similarly, be aware that password guides use browser extensions and interface with other systems. Make sure your selected supplier is also aware of patching them.

Cost

Some password managers are much cheaper than others. But typically, the cheap products lack many of the business and security functions needed by many organizations. Prices typically range from $ 2 to $ 5 per Month per month. User. Larger organizations can benefit from additional discounts for volume purchases.

Recommended password managers

Nordpass

If the name is well known, it is because Nordpass comes from the creators of the popular NordVPN service. Nordpass is best for users who want to have an all-round password management system. It has strong security, an intuitive desktop and mobile application and user -friendly pricing. It also uses the future-proofing, the XCHACA20 encryption algorithm to make Uservaults illegible.

Read our full Nordpass review here.

Dashlane

Dashlane can be better for those with more demanding security requirements. It comes with dark web scan, a built -in virtual private network and synchronization between devices. Dashlanes Desktop UI is pure and easy to understand, both for beginners and experts. To date, it has also not been involved in any data violation or hack.

Read our full Dashlane review here.

Logmeonce

LogmeOnce is perhaps best for the companies that operate over a wide range of platforms, device types and systems due to its extensive, cross -platform support. It is very adapted, but some users report that it has complicated setup procedures. In the service, LogmeOnce has a dedicated password center that I see can be useful for teams that regularly share passwords.

Read our full Logmeonce review here.

This article was originally published in June 2024. It was updated by Luis Millares in March 2025.