Introduction to How 1Password Works

Introduction

All passwords should be stored in 1Password, a flexible password manager available on all supported systems. The app on each system gives you access to all your passwords— and other important credentials— quickly and securely. Your account with 1Password also synchronizes across each 1Password app so all data is kept up-to-date.

How 1Password Works

Organization is important when storing critical information like passwords. 1Password uses individual "Items" to store usernames and passwords for each account. These Items are then stored in individual "Vaults" which only specific people are granted access to. Generally, you will use one vault for yourself or your business. You then use your master password to access your Vault, so you only need to memorize one— and only one— password.

Items

You can think of these "Items" like individual pages or files locked in a filing cabinet, or a card in a rolodex locked inside a safe. These items are individual entries that can be customized to include all kinds of data beyond a username and password. It can store multiple passwords, pin numbers, website URLs, TOTPs (see 2FA/MFA for more on that), and even just regular notes and text. The general rule of thumb is to create and maintain a single Item for each account. Even if you have multiple accounts with the same company, each account should have its own item.

Vaults

In the physical analogy mentioned before, "Vaults" can be thoughthought of as the locked filing cabinet or safe. It's a container that holds all the Items created. Generally, you will only be concerned with a single Vault named with your personal name. In some cases, you may have access to other people's vaults for convenience such as your coworkers. The upshot being that if you save an item to the right vault, then everyone who needs access will have access automatically.

Your Master Password

The one password used to access 1Password and your vaults is your master password. It is critical that you memorize this password. You should not write it down anywhere. If you forget your master password, there are procedures in place to recover it. Since your master password has been chosen for you, it is not reasonable to expect immediate memorization. Instead, we lean on biometric auth (TouchID/FaceID) combined with long periods of time between actually needing to type in your password. The result being you should almost never be asked for your master password on your phone, and only once a week or after your Mac restarts, despite being asked for authentication (biometric) fairly often.

Starting with 1Password

Before adding the 1Password app to your devices, you will need to have access to your 1Password account. Your account will have already be created for you along with your master password. If we have not already set up 1Password for you, an email with a link to access your account should have been sent to you. Please see Prep - Account Info & Quick App Install for more details on accepting the credentials for your new account.

Please understand it is vital that you complete setup on both your primary workstation plus your smartphone and any other devices that you use to access accounts.