Your first steps in heylogin for business
With heylogin, you can significantly improve IT security in your company. But how do you get started? In this article, we'll explain the basics of using heylogin, as well as how to set up and manage your organization.
The heylogin basics
First things first: heylogin replaces the master password of other solutions with the user's smartphone. In the organization context, this means that each user needs their own smartphone. This rule still apllies to any new additions to authenticator devices, like the YubiKey for example.
Why only one smartphone per user: With other password managers the human generated master password is used to encrypt the data. With heylogin, a completely random secret is generated in the smartphone's security chip instead. This means that the account is bound to the smartphone and can only be transferred to another mobile device, either via backup measures set up by the user or through an organization admin. More information can be found here in our Security Whitepaper or our related blog post.
Now let's move on to the organization itself. The advantage of an organization is the easy management of logins (the combination of username/email and password) and users for you as admin. You can set permissions for logins, easily recover users in case of smartphone loss and logins can be shared in teams and used by all members.
Creating your organization
Creating an organization is very simple. You first need your own heylogin account. To do so, just install the mobile app on your smartphone and follow the instructions until you have access to the web app.
a.) Click on the gear icon to open your account settings.
b.) Go to "Accounts" (usually opens automatically).
c.) Click on "Create organization".
Then, as the main admin, you can enter your email address and the name of your organization and click the button to create the organization.
Info: You can manually upgrade your plan at any time during or after the free trial period either through the organization settings or feel free to contact our sales department for a customized contract.
Set up of your organization
Now that your organization is created, we can start setting it up. First, you should import the logins from your previous solution. To do this, go to the import options in the settings and check if your old application is included. We support not only most popular password managers, but also Excel and CSV files. If your solution is not there, see if exporting as CSV is possible. Then you can simply use the CSV importer.
You can also tag your imported (or manually created) logins with one or more tags. If you are looking for logins of a certain category, for example shared logins for shopping portals, you can enter the tag and have all logins with this tag listed. The search also works with multiple tags.
To better sort logins, you can create teams. This not only helps with the overview, but also allows you to share these logins with users from the respective departments later on.
a.) Click on "New Team" in the organization overview on the left.
b.) Now you can name the team and adjust additional settings.
Tip: To move multiple logins quickly, you can use the multiselection. To do this, click on the menu icon in the login overview of the team or your personal logins to expand the selection menu in the same area.
If you have distributed your logins to different teams, you can addusers to your organization. To do this, you can go to the useroptions of the management tab (replaces "Settings & Users")of your organization, enter the email of individual or multiple usersat the same time and send invitation emails.
These users will be guided through the setup of their org account, there is no need to create a private account during this process. Once new users have been added, this menu can also be used to disconnect lost devices and connect new ones. More about recovery can be found here.
To ensure the security of your corporate logins, you can set permissions to logins for each team member individually. There are three settings:
- Team Admin: can create teams and add new members as well as edit logins
- Member: can edit logins
- Login only: can only use logins and not see password
Permissions can be set individually for each team in the "Settings & Users" menu for all users. Org admins have access to all teams by default and can "invite" themselves.
For you as an org admin, there are still many security-related to-dos you should consider: securing your access to the organization, employee training and many more. Just have a look at our blog post Best Practices for Org-Admins, there you will find all the information.
Now you know everything you need to create and manage your heylogin organization. If you have any questions, please contact your heylogin contact person. If you have problems, just write to our support.