This playbook provides IT administrators with a flexible roadmap for onboarding users to Bitwarden Password Manager across five key phases. While the phases are presented in sequence, they're not strictly linear. Many steps can happen in parallel based on your team's needs and timeline.
Throughout this guide, you'll find action items in code boxes that can be copied and pasted directly into your project management tools, internal documentation, or team communication platforms. This makes it easy to track progress, assign tasks, and maintain accountability during your Bitwarden rollout. Use this guide as a foundation and adapt it to fit your environment.
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Phase 1 focuses on educating stakeholders, preparing systems, and establishing the knowledge base for successful setup. Bitwarden recommends scheduling training sessions for each group or team before or during rollout.
Key personnel: IT directors, system admins, owners
Training topics:
Bitwarden architecture and enterprise features
Scalable sharing capabilities
Collection setup; organize and group related credentials, secrets, or other vault items
Adding a user to the Bitwarden organization
Assigning appropriate permissions to members or groups for each collection
Assigning certain items to multiple collections so the right people can access it without duplication
SSO setup and integration workflows
Custom fields and roles management
Two-factor authentication setup and policies
User and group management best practices
Security policies and enterprise controls
Event logging and reporting capabilities
Actions:
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[ ] Schedule administrator training sessions
[ ] Review enterprise feature requirements
[ ] Document SSO integration requirements
[ ] Plan custom roles and permission structures
[ ] Establish security policy framework
[ ] Document cyber insurance compliance requirement
[ ] Prepare business case including insurance premium impact
[ ] Align rollout timeline with insurance renewal dates
Step 2: Service desk training
Key personnel: Help desk staff, customer success leads
Training topics:
Common user issues and troubleshooting
Password reset procedures and limitations
Account recovery processes
Escalation procedures for complex issues
Actions:
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[ ] Train support staff on Bitwarden functionality
[ ] Create troubleshooting documentation
[ ] Establish support ticket workflows
[ ] Define escalation procedures
Step 3: End user training
Note: For many customers, end user training comes right before or during rollout, as each department is onboarded. Bitwarden recommends prioritizing admin training first.
Key personnel: All end users across the company
Training topics:
Password import processes and best practices if applicable
[ ] Schedule organization-wide training sessions by functions; recommend starting with more technical teams (ie. tech team, data team)
[ ] Create user documentation and quick reference guides. Leverage resources available in the Bitwarden help center
[ ] Prepare import templates and migration tools
[ ] Establish help desk support procedures
Step 4: Leadership training
Key personnel: Department leads, executive leadership
Training topics:
Why Bitwarden is important for securing the organization
Password import processes and best practices if applicable
Identify at-risk passwords with Vault Health reports
[ ] Get leadership buy-in and identify advocates. Bitwarden research shows that company-wide password management mandates more than doubles regular usage.
[ ] Train leadership on importance of using a password manager
[ ] Show leadership how easy it is to use
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Phase 2 is the technical setup phase where Bitwarden is deployed and configured for your organization.
Bitwarden hosted is recommended for most organizations. Enjoy easy scalability, automatic updates, and minimal maintenance on secure, reliable servers managed by Bitwarden.
Step 1: Pre-setup planning
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[ ] Determine cloud server region (US, EU)
[ ] Determine overall organizational access and visibility. These are important steps - to maximize security, streamline onboarding, and unlock Bitwarden Access Intelligence (visibility into credential health), Bitwarden recommends the following setup:
[ ] Turn on Organizational data ownership, this ensures all items saved to Bitwarden are owned by the organization, enabling complete reporting, user behavior insights, and secure offboarding.
[ ] Share and manage vault items via collections owned by the organization to ensure centralized control. Enforce least privilege by:
[ ] Segmenting credentials into collections by department or function
[ ] Granting users and groups access only to the collections they need
[ ] Assigning roles (e.g., read-only, manager) to further limit access
[ ] Choose authentication strategy
[ ] Recommended: SSO with trusted devices. Selecting this option allows employees to log in and decrypt their vaults in a single step. This option does require more IT admin set up time.
[ ] When using SSO with trusted devices, admins are recommended to enforce a vault timeout policy of Unlock to ensure a smoother user experience
[ ] Login with SSO
[ ] Login with SSO and customer managed encryption
[ ] Login with Bitwarden
[ ] Define user provisioning approach
[ ] Manual invitation
[ ] Bitwarden Directory Connector
[ ] SCIM
[ ] Just-in-Time SSO
[ ] Define vault ownership strategy (Individual vaults vs. Organization-only)
[ ] Recommendation: Turn on Organization data ownership so your teams store all work-related credentials in organization-owned collections to maintain visibility, reporting, and enforce least privilege access controls.
[ ] Identify user groups for rollout phases
[ ] Stakeholder selections:
[ ] Project lead
[ ] Identity provider admin
[ ] Executive sponsor
[ ] Security and compliance admin
[ ] Support/help desk admin
[ ] Device management admin (for client deployment)
[ ] Business continuity admin
[ ] Directory/user management admin
Step 2: Organization creation
Actions:
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[ ] Create new Bitwarden organization account
[ ] Select appropriate enterprise plan
[ ] Configure billing and payment methods
[ ] Set up organization branding and settings
[ ] Document organization credentials securely
Step 3: Core setup
Actions:
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[ ] Configure domain claiming
[ ] Recommendation: Claim all corporate email domains to restrict users from certain actions, grants administrators greater control, and simplify the login experience.
[ ] Set up enterprise policies for mandatory security controls
[ ] Recommendation: Set up all policies before user onboarding begins.
[ ] Master password requirements
[ ] Set minimum 14-16 characters with uppercase, lowercase, numbers, and symbols
[ ] Password generator minimums
[ ] Enforce strong generated passwords at minimum 14 characters, including symbols and numbers
[ ] Single organization restriction to prevent users from joining other Bitwarden organizations
[ ] Enable this to maintain data governance and prevent data leaks
[ ] Organization data ownership enforcement to require all vault items in organization
[ ] Enable for high security environments where all passwords must be within organization owned collections
[ ] Create organizational structure - collections, groups
[ ] Organize by department, function, or access level. Start simple, expand as needed
[ ] Configure user roles and permissions
[ ] Follow principle of least privilege
[ ] Set up account recovery procedures
[ ] Designate 2-3 trusted admins to recovery enterprise organization user accounts and restore access if an employee forgets or loses their master password
Step 4: Integration setup
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SSO integration (if applicable):
[ ] Configure SAML 2.0 or OIDC with identity provider
[ ] Test SSO login workflows
[ ] Set up Just-in-Time (JIT) provisioning
[ ] Configure trusted devices (if applicable)
[ ] Document SSO troubleshooting procedures
Directory Integration (if applicable):
[ ] Install and configure Directory Connector
[ ] Set up SCIM provisioning (Azure AD, Okta, OneLogin, JumpCloud)
[ ] Test user and group synchronization
[ ] Schedule automated sync intervals
Step 5: Security controls
Actions:
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[ ] Set up event logging and SIEM integration
[ ] Configure API access and CLI tools
[ ] Establish backup and recovery procedures
Running Bitwarden on your own servers requires advanced technical knowledge and IT infrastructure. It also means that you are responsible for server maintenance, security, uptime, and updates.
To assess whether self host is right for you:
Do you already have anything else self-hosted?
Do you have dedicated hardware to run the server?
Is there an IT or DevOps team that will be responsible for the server?
Are you familiar with Docker, or Kubernetes and Helm charts?
Are you comfortable installing software using Linux terminal or PowerShell?
If you decide to self-host Bitwarden, follow the steps below.
Step 1: Pre-setup planning
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[ ] Choose self hosted deployment method (Linux standard/manual/offline, Windows standard/offline, or Kubernetes)
[ ] Define server/VM specs and hosting environment (environment variables, firewall or proxy)
[ ] Select database option (packaged MSSQL, separate MSSQL, Unified)
[ ] Decide on SSL certificate approach
[ ] Plan network architecture, firewall or proxy rules, access controls
[ ] Scalability planning
[ ] Certificate selection for secure data in-transit
[ ] Select key roles
[ ] Project lead
[ ] Executive sponsor
[ ] Server admin
[ ] Docker admin
[ ] Network admin
[ ] Firewall admin
[ ] Support/help desk admin
[ ] Database admin
[ ] Identity provider admin
[ ] SMTP admin
[ ] Security and compliance admin
[ ] Backups admin
[ ] Business continuity admin
[ ] Disaster recovery admin
[ ] Device management admin
Step 2: Infrastructure preparation
Prerequisites:
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[ ] Provision dedicated server (minimum 4GB RAM, 25GB storage, dual-core 2GHz)
[ ] Configure DNS records and domain name
[ ] Open ports 80 and 443
[ ] Install Docker and Docker Compose (Linux) or Docker Desktop (Windows)
[ ] Obtain installation ID and key from Bitwarden
[ ] Secure SSL certificates
Step 3: Bitwarden server installation
Actions:
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[ ] Create Bitwarden local user and directory
[ ] Download and run installation scripts
[ ] Configure environment settings
[ ] Set up SMTP mail server connection
[ ] Start Bitwarden server and verify Docker containers
[ ] Test web application accessibility
[ ] Configure firewall and security settings
Step 4: Organization setup
Actions:
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[ ] Create cloud organization for billing purposes
[ ] Link self-hosted installation to billing organization
[ ] Configure enterprise settings and policies
[ ] Set up collections and groups structure
[ ] Test all integrations (SSO, SCIM)
Step 5: Maintenance planning
Actions:
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[ ] Create server update and maintenance schedule
[ ] Implement automated backup system
[ ] Set up off-site backup storage
[ ] Test disaster recovery procedures
[ ] Document maintenance and backup/recovery procedures
[ ] Set up monitoring and alerting for backup failures; evaluate backup methods
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Phase 3 focuses on organizational readiness and communication before user onboarding begins. This phase ensures smooth user adoption by setting proper expectations, addressing concerns, and creating organizational momentum for the change.
Step 1: Prepare company-wide communication from leadership
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Leadership is critical to adoption success. Bitwarden research shows that company-wide password management mandates more than doubles regular usage.
Key Personnel: Executive leadership, IT leadership, communications team, department leads
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[ ] Prepare leadership talking points about security benefits
[ ] Schedule leadership communication sessions (all-hands, team meetings)
[ ] CEO/Leadership announcement about password security initiative
[ ] Clear messaging about why Bitwarden was chosen
[ ] Timeline communication for rollout phases
[ ] Expectation setting for mandatory adoption
[ ] Emphasis on security benefits for both work and personal use
[ ] Highlight cyberinsurance benefits and that implementing Bitwarden is a prerequisite to get approved for higher level of coverage; document insurance coverage being met
Step 2: Organizational communication campaign
Key personnel: Communications team, HR, IT support
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Communication strategy:
[ ] Develop multi-channel communication plan (email, intranet, meetings)
[ ] Create consistent messaging about security benefits
[ ] Address common concerns and objections proactively
[ ] Highlight ease of use and convenience benefits
[ ] Share success stories from pilot users or other organizations
Pre-rollout communications:
[ ] All hands meeting: Initial introduction to Bitwarden
[ ] Why we're implementing password management / Bitwarden
[ ] Security benefits for the organization and individuals
[ ] Why it is important to follow the directions shared by IT
[ ] Expect more details in your email inbox
[ ] Announcement email: More details on Bitwarden and roll out plan
[ ] Recap: Why we're implementing password management / Bitwarden
[ ] Recap: Security benefits for the organization and individuals
[ ] Timeline for rollout and training
[ ] What to expect in coming weeks
[ ] FAQ document: Address common questions and concerns
[ ] "Will this slow down my workflow?"
[ ] "What happens to my existing passwords?"
[ ] "Is my personal information secure?"
[ ] "What if I forget my master password?"
[ ] "Do I have to use this for personal passwords, too?"
Step 3: Change management readiness
Key personnel: HR, change management team, department managers
Change management activities:
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[ ] Identify and engage change champions in each department
[ ] Conduct department-specific communication sessions
[ ] Address cultural and workflow concerns
[ ] Plan for resistance management and additional support
[ ] Create peer support networks and feedback channels
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Phase 4 ensures Bitwarden is actively used with the introduction of users to Bitwarden, ensuring proper account setup and initial usage.
Reminder for admins that all Bitwarden onboarding process flow: Invite → Accept → Confirm
The phased rollout approach, department by department, was rated “very effective” by 35% of Bitwarden customers according to the Security Impact Report.
Key personnel: Organization administrators
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[ ] Identify groups of users who will be onboarded first (usually more technical teams)
[ ] Follow a 10-20-70 rule for roll out (first 10% of users, then 20%, then 70%)
[ ] Document timeline for each roll out phase
Step 2: Rollout
Key personnel: organization administrators
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[ ] Follow the steps under roll out option B for each roll out phase
Key personnel: All invited users, organization administrators
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User actions:
[ ] Accept organization invitation via email link
[ ] Log in with existing account or create new account using invited email
[ ] Complete SSO login and trusted devices setup (if applicable)
[ ] If applicable, create strong master password (14-16+ characters with mixed case, numbers, symbols)
[ ] Set up two-factor authentication (2FA) using preferred method
[ ] Save and securely store 2FA recovery codes
Administrator actions:
[ ] Send organization invitations in planned waves (remember process flow: Invite → Accept → Confirm)
[ ] Distribute Bitwarden onboarding guides and/or customized onboarding guides and intranet knowledge base articles
[ ] Monitor invitation acceptance rates
[ ] Confirm user accounts after acceptance
[ ] Assign users to appropriate groups and collections
[ ] Verify SSO and authentication workflows
[ ] Configure MDM deployment if needed
Step 2: Client installation and setup
Key personnel: All users
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Installation Requirements:
[ ] Install and configure web vault access
[ ] Download and install desktop application (Windows/macOS/Linux)
[ ] Install browser extension and pin to toolbar
[ ] Download mobile apps (iOS/Android)
[ ] Log into all installed clients with master password and 2FA
Setup tasks:
[ ] Configure browser extension settings and permissions
[ ] Set up mobile autofill permissions
[ ] Configure biometric unlock (desktop/mobile, if available)
[ ] Test synchronization across all devices
[ ] Verify offline access capabilities
Step 3: Vault setup and navigation
Key personnel: All users
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Navigation training:
[ ] Explore web vault interface and main navigation elements
[ ] Understand difference between My Vault (individual) and Organization Vault (shared)
[ ] Learn to use search functionality across vault items
[ ] Familiarize with item types (Logins, Notes, Cards, Identities)
Collection and organization understanding:
[ ] Understand Collections concept for shared items
[ ] Access items shared through collections
[ ] Learn about Groups and permission levels
[ ] Practice organizing items with folders
Step 4: Password management implementation
Key Personnel: All users
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Core functionality:
[ ] Practice manually adding new login items
[ ] Learn to edit existing vault items
[ ] Set up browser extension autofill and auto-save features
[ ] Practice manual autofill from browser extension
[ ] Use built-in password generator for creating strong passwords
Advanced features:
[ ] Explore Bitwarden Send for secure sharing
[ ] Review password history for login items
[ ] Configure autofill options (inline vs context menu)
[ ] Set up TOTP (Time-based One-Time Password) generation
[ ] Utilize clipboard history features
Step 5: Password migration and import
Key Personnel: All users, with IT support
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Migration process:
[ ] Export passwords from current password managers
[ ] Use Bitwarden import tools for bulk migration
[ ] Manually add critical passwords not captured in import
[ ] Verify all imported items are accessible and functional
[ ] Update weak or duplicate passwords using generator
Quality assurance:
[ ] Complete security audit of imported passwords using Bitwarden vault health reports
[ ] Identify and update weak passwords
[ ] Resolve duplicate entries
[ ] Verify critical business applications are included
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Phase 5 focuses on adoption, maximizing value, ensuring security compliance, and maintaining long-term success.
Key stakeholders: All users, organization administrators
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User verification:
[ ] Test login across all devices and browsers
[ ] Verify sharing and collaboration features work properly
[ ] Confirm understanding of organization's password policies
[ ] Validate emergency access and recovery procedures
[ ] Document personal backup and security measures
Administrative verification:
[ ] Monitor user adoption metrics through event logs
[ ] Verify policy compliance across the organization
[ ] Review and optimize collection and group structures
[ ] Analyze usage patterns and identify improvement opportunities
[ ] Deploy technical enforcements such as:
[ ] Turn off browser based password managers
[ ] Remove access to documents (google docs, excel, etc) where passwords were previously stored
Security review:
[ ] Complete comprehensive security audit using Bitwarden reports
[ ] Review exposed passwords and security breaches
[ ] Analyze password strength across the organization
[ ] Monitor 2FA adoption rates
[ ] Review and update security policies as needed
Compliance activities:
[ ] Document compliance with organizational security standards
[ ] Review event logs for suspicious activities
[ ] Validate backup and disaster recovery procedures
[ ] Ensure proper data retention and deletion policies
[ ] Conduct periodic security assessments
Step 3: Advanced feature implementation
Key stakeholders: Power users, organization administrators
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Advanced capabilities:
[ ] Implement custom fields for specialized data
[ ] Configure advanced sharing workflows
[ ] Utilize API integrations for business applications
[ ] Set up automated reporting and monitoring
[ ] Implement CLI tools for advanced users
Step 4: Ongoing support
Key stakeholders: IT support, organization administrators
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Support structure:
[ ] Establish regular support office hours
[ ] Create escalation procedures for complex issues
[ ] Maintain updated documentation and training materials
[ ] Monitor and respond to user feedback
[ ] Provide ongoing training for new features
Step 5: Continuous improvement
Key stakeholders: All users, organizational administrators
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Regular reviews:
[ ] Schedule quarterly security and usage reviews
[ ] Collect and analyze user feedback
[ ] Monitor industry best practices and updates
[ ] Review and update organizational policies
[ ] Plan for future enhancements and expansions
Success metrics:
[ ] User adoption and engagement rates
[ ] Indicators of vault usage such as stored credentials in organizational vaults
[ ] Regular usage of key features (autofill, password saving, password sharing)
[ ] Password security improvements
[ ] Reduction in security incidents
[ ] Time savings in credential management
[ ] Compliance with organizational security standards
Step 6: New employee onboarding
Key stakeholders: new employees, HR, organizational administrators
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[ ] Document Bitwarden best practices in onboarding resources or new hire checklist
[ ] Offer recurring Bitwarden trainings for new employees
[ ] Encourage new hires to ask for help from existing employees
Use these additional resources to help guide you through the phases during your Bitwarden journey:
[ ] 100% user adoption of all purchased Bitwarden seats
[ ] Complete password migration from legacy systems and other password managers
[ ] Security posture improvements (reduction of breaches, promotes safe password habits)
[ ] Reduce number of at-risk credentials (reused, exposed, weak) across the entire organization
[ ] Value achieved beyond password management (Bitwarden Send, storing sensitive information such as credit cards, identifies, notes, and more)
[ ] Internal champions excited to help others achieve password security success
[ ] Full integration with existing identity and security infrastructure
[ ] Established security policies and compliance procedures
[ ] Ongoing support and maintenance frameworks
[ ] Documented Bitwarden procedures for onboarding new employees
[ ] Optimized workflows for maximum efficiency and security
[ ] Regular monitoring and continuous improvement processes
Rollout email templates: Email templates to announce the Bitwarden Password Manager rollout to your end users, administrative users, and IT teams. Attach your branding to these emails and adapt them as needed.
Slide deck announcement template: Slide deck template to the Bitwarden Password Manager to the whole company or organization. Attach your company branding and roll-out details as needed.