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Bitwarden Essentials Series: Scaling User Roles, Groups and Collections

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Title Slide: Scaling User Roles, Groups and Collections

Welcome to the Bitwarden Essentials Series. Today, we will discuss Scaling User Roles, Groups, and Collections. 

Basic Approach of Securing and Sharing

The basic approach to sharing items is you have a user securely send the specific login or item to another user that needs it. However, that isn’t scalable when you have a company that has many different secure items for a variety of departments or users. For many Organizations, using Collections means adding a set of Vault items and individually assigning users to that Collection. 

Sharing with Collections

Some common methods for constructing scalable Collections include Collections by Department (i.e. users from your Marketing Team are assigned to a Marketing Collection), or Collections by Function (i.e. users from your Marketing Team are assigned to a Social Media Collection).

Secure Scalable Sharing with Groups and Collections

You can also designate access to Collections based on user Groups, rather than individual users. Group-Collection associations provide a deeper level of access control and scalability to sharing resources. One common Group-Collection methodology is to create Groups by Department and Collections by Function

Other common methodologies include Collections by Vendor or System (i.e. users in an Engineering Group are assigned to a AWS Credentials Collection) and Groups by Locality (i.e. users are assigned to a US Employees Group or UK Employees Group).

Bitwarden Send

Bitwarden Send allows you to upload and transmit encrypted text or files safely and securely. 

Manage Tab

When you are in your web vault, you can manage people, collections, groups, and event logs (reporting) all in the Manage tab 

User Seats

Bitwarden Teams and Enterprise Organizations will automatically scale up as you invite new users. Owners and Customer Users with permissions can limit seats to prevent your organization from exceeding its seat count. Seats can be added or removed manually. Adding or removing seats will adjust your future billing. Organizations that add seats will immediately have their payment method on file charged at the adjusted rate and will only pay for the remaining billing cycle (month/year). Removing seats will cause your next charge to be adjusted to credit for time not used by the already-paid for seat.

It’s important to note that only an Organization Owner or Provider Service User can add or remove seats since it directly affects billing.

Set a Seat Limit

To set a limit on the number of seats for your teams or enterprise organization, 

  1. Log in to your Web Vault and open your organization

  2. Open the Settings tab and select Subscription from the left-hand menu

  3. Check the Limit Subscription (Optional) checkbox

  4. In the Maximum Seat Limit (Optional) input, specify the seat limit

  5. Select Save

Note: Once the specified limit is reached, you will not be able to invite new users unless you increase the limit.

Manually Add or Remove Seats Slide

To set a limit on the number of seats for your teams or enterprise organization, 

  1. Log in to your Web Vault and open your organization

  2. Open the Settings tab and select Subscription from the left-hand menu

  3. In the Subscription Seats input, add or remove seats using the hover-over arrows

  4. Specify the number of seats

  5. Select Save

For More Information

Thank you for taking the time out of your busy day to learn about Scaling User Roles, Groups and Collections. For more information, please visit us online at Bitwarden.com/help.

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