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Create and manage sharing groups

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Create and manage sharing groups

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This article is for admins and Group Managers of professional plans. Group sharing isn't available on the Standard plan. Admins on the Starter plan can create one sharing group.
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Plan admins and Group Managers of professional plans can create and manage groups of plan members in Dashlane. After a group is created, members of the group can share logins, Secure Notes, and secrets with other members of the group.

Note: Groups managed with SCIM override changes made to sharing groups in Dashlane.

More about the plan admin and Group Manager roles

What is group sharing?

The group sharing feature is exclusive to professional plans. Group sharing creates an organized environment for secure information and saves time when onboarding and offboarding employees.

Admins and Group Managers can organize their plan members into groups and create a more secure and efficient sharing experience for their organization. Admins and Group Managers can create groups based on departments or their organization's specific needs. Plan members, admins, and Group Managers who are part of sharing groups can share items in the groups.

Why use group sharing?

Unlike emails and text messages, Dashlane is a secure way to share data.

Emails and text messages travel unprotected over the internet and cellphone networks. The email provider or messaging app also copies the message in several places, such as their servers and the device of the person you're writing to. Anyone with access to these places can access what you wrote.

When you send a login or Secure Note with Dashlane, we "encrypt" or scramble what you send with the best security system available. No one but you and whoever you choose to share with can access your data.

Dashlane's secure sharing feature encrypts your data with the best encryption system available before the data is sent over the internet.

More about security in Dashlane

Manage groups

Create groups

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  1. To create a group, go to the Groups tab in the Admin Console and select the dark green + New group icon.
  2. Enter a group name and select OK. If a group with that name already exists, the group appears. If you create a new group, the name must be unique.

Rename groups

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  1. To rename a group, select the group you want to rename in the Groups tab in the Admin Console.
  2. Then on the next page, select the 3 dots icon on the top right and Edit.
  3. Enter a new group name and select Enter.

Delete groups

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  1. To delete a group, select that group in the Groups tab in the Admin Console. Each group name is unique and case-sensitive.
  2. Then on the next page, select the 3 dots icon on the top right and Delete Group.
  3. Enter the name of the group you want to delete and select Delete. 

Important: Admins and Group Managers can't recover deleted groups. If an admin or Group Manager accidentally deletes a group, they have to recreate the group and invite plan members to the new group. Then members can reshare logins within the new group.

If a group is deleted, only the original login owner retains the login.

Manage group members

Invite group members

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  1. To invite group members, open the Groups tab in the Admin Console and select the group you want to invite members to.
  2. On the next page, select the dark green + Add members icon.
  3. Enter the email addresses of the members you want to invite and select Add. The members receive an email notification. The members either accept or deny the invitation to the group within the Dashlane app's Sharing Center.

Important: Only admins can invite employees who aren't part of the plan to a group. This invites the employee to the plan and to the group. Group Managers can only invite members of the plan to groups.

Role-based access control (RBAC)

Admins and Group Managers can manage group members. Admins can give access to selected sharing groups to each Group Manager they assign.

  • Group Managers: This role has access to the Groups tab in the Admin Console. Any changes made by a Group Manager are recorded in the Activity Log of the Admin Console.

    Admins can choose between two permission sets for Group Managers:

    1. All Groups permissions: This allows the Group Manager to manage all groups, create new ones, and add or remove plan members to the groups.

    2. Selected Group permissions: This allows admins to designate which selected groups a Group Manager can oversee.

      For Selected Group permissions, the Group Managers can:

      • Update group names for their selected groups
      • See only their groups in the Admin Console
      • Add or remove plan members to their groups in the Admin Console

    More about managing members

Admins and Group Managers aren't required to be members of the groups they create. If they want to be part of a group, they need to invite their own email address to the group.

Plan members only receive an email to join a group. Members won't receive additional communications when items are shared with that group. Those items are accepted automatically in the groups and the members' accounts after the items are shared.

View invite status

  1. To view invitation statuses for each group, open the Groups tab in the Admin Console and select the group you want to view.
  2. On the next page, the email addresses of all group members appear. After members accept the invitation, admins can also view the status of the invite or the role of the member within the plan. When a group invite hasn't been accepted or declined, the status is Pending.

After a plan member accepts, the member is listed as a member in the sharing group. The role listed isn't related to the role within the plan but with the role in the group itself. If the group member declines the invite, the member is removed from the group. Any acceptance or decline prompts an email to the plan's admin or Group Manager.

You can invite a member again in case they didn't receive the invitation. Find the member in the list, select the trash can icon, and select Remove user. Next, select the dark green + Add members icon and enter their email addresses.

If members don't receive emails from Dashlane, add the domain "dashlane.com" to your email allowed list.

Remove group members

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  1. To remove group members from a group, open the Groups tab in the Admin Console and select the group you want to view.
  2. On the next page, find the member in the list and select the trash can icon. To confirm, select Remove user.

Share items within groups

After a group is created, members can share logins and Secure Notes with other members of the group. Members of organizations with Password Management or Credential Protection can also share secrets in their group.

If you can’t find the group you want to share with, check that you’re a member of that group.

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