How to Change a Team User's Password
Why This Matters
As an Account Owner or Administrator, you may need to reset passwords for team members who are locked out of their accounts or need immediate access restored. Whether someone forgot their password, left for vacation without sharing credentials, or you need to update security after a team member departure, being able to change team passwords keeps your operations running smoothly.
This capability ensures you can always restore access for team members without waiting for them to complete the self-service reset process. It's particularly valuable for onboarding new users, addressing security concerns, or maintaining access during personnel changes.
Before You Begin
You must have Account Owner or Administrator permissions to change team member passwords. Team Players and other user types cannot access these settings.
The team member will need to use the new password you create to sign in. Consider how you'll securely communicate the new password to them—avoid sending passwords through email when possible.
Step-by-Step Instructions
1. Open the Profile Menu
Click your Profile Picture or name in the top-right corner to open the profile menu.
This menu provides access to your account settings and team management tools.
2. Select My Team
Choose My Team from the dropdown menu.
This takes you to your team overview page where you can see all active team members in your account.
3. Access Team Management
Click Manage Team Settings to open the team configuration area.
This is where you control all aspects of team member accounts, including permissions, access levels, and credentials.
4. Select the Team Member
Click the name of the user whose password you want to change.
This opens their individual user settings page where you can modify their account details.
5. Click Change Password
Locate and click the Change Password button on the user's settings page.
This opens the password change dialog where you'll create and confirm the new password.
6. Enter the New Password
Type the new password in the New Password field. Choose a secure password that meets standard security requirements—at least 8 characters with a mix of letters, numbers, and special characters.
Strong passwords protect your account from unauthorized access. Avoid using easily guessable information like names, birthdates, or common words.
7. Confirm the Password
Re-enter the same password in the Confirm Password field to ensure you typed it correctly.
Password confirmation prevents typos that could lock the user out of their account. Both entries must match exactly before you can save.
8. Save the Changes
Click Save to update the user's password.
The new password takes effect immediately. The team member must use this new password the next time they sign in—their old password will no longer work.
9. Communicate the New Password Securely
Provide the new password to the team member through a secure communication method. Consider using encrypted messaging, a password manager, or providing it verbally rather than through email.
Ask the team member to change their password to something personal once they regain access. This ensures they have control over their own credentials.
Questions and Answers
Q: Will the team member be notified that their password was changed?
A: The system does not automatically send a notification when an administrator changes a team member's password. You must communicate the new password to them directly.
Q: Can I see what a team member's current password is?
A: No. Passwords are encrypted and cannot be viewed by anyone, including administrators. You can only create a new password to replace the existing one.
Q: What happens if I change someone's password while they're logged in?
A: Their current session will continue until they log out or the session expires. Once they sign out, they'll need to use the new password to sign back in.
Q: Are there password requirements I need to follow?
A: No. While it is not required, we do recommend passwords be at least 8 characters long. For better security, use a combination of uppercase letters, lowercase letters, numbers, and special characters.
Q: Can team members change their own passwords?
A: No. Team members cannot reset their own passwords. The account owner or an Administrator will need to manage any password changes.
Q: How often should I require team members to change passwords?
A: While periodic password changes were once recommended, current security best practices suggest requiring password changes only when there's evidence of compromise or when a team member leaves. Focus on strong, unique passwords instead of frequent rotation.
Q: Can I set password expiration policies?
A: The system does not have automatic password expiration policies. Password changes are manual and performed either by administrators or the account owner.
Q: What should I do if a team member leaves the company?
A: Change their password immediately to revoke their access, then consider deactivating or removing their account entirely through the team management settings. This prevents any potential unauthorized access.
Guide Type: How-To Guide
Estimated Time: 3 minutes