How Is Your VA Storing Your Passwords—and Why It Matters
If you’ve got a virtual assistant helping with your admin, or are thinking about getting one, you’ll need to hand over access to some important systems—job management software, email accounts, invoicing tools.
But here’s the thing: how those passwords are stored matters more than you might think.
Why Password Storage Is Important
Think of it like this: your VA needs the keys to your business systems to keep things running. If those keys aren’t stored securely, you risk:
Unauthorized access – someone could get in without permission.
Data loss or mistakes – passwords shared insecurely can get lost or misused.
Extra stress for you – trying to fix breaches or recover accounts takes time and money.
Some tradies still hand over passwords via text, email, or sticky notes. That’s like leaving your tools on the job site overnight — not safe.
Even if you trust your VA completely, accidents happen. Systems can be hacked, emails forwarded, or passwords misread.
How to Securely Share Passwords with Your VA
1. Never Send Login Details in an Email
Sending login details in the body of an email is a big no-no. Emails can be hacked, forwarded, or accidentally left open for prying eyes — it’s basically like writing your ATM PIN on the back of your credit card — way too easy for the wrong person to find. Instead, use one-time links like password.link or a secure password manager to share sensitive info safely and keep your accounts protected.
2. Enable Two-Factor Authentication (2FA)
Whenever possible, turn on 2FA. This adds an extra layer of security by requiring a second form of verification in addition to the password.
3. Regularly Update Passwords
Schedule regular password changes, especially for critical accounts. This helps minimise the risk if a password is ever compromised without your knowledge. Keeping your login details fresh is an easy but powerful way to boost your overall security.
The Right Way to Store Passwords
Once your VA receives login details, how they store them is just as important:
Store all passwords in a secure, encrypted vault — not in spreadsheets, Google Docs, or notes apps.
Limit who has access to the vault and review permissions regularly.
Use strong, unique passwords for each account.
Monitor for unusual account activity and respond quickly to any security alerts.
At Offsiters, our team is trained to treat your information like it's our own. We use an encrypted password management system to ensure that your sensitive data stays protected at every step.
Cybersecurity isn’t just an IT issue — it’s a business priority.
When you work with a VA, make sure they’re equipped with the right tools and practices to keep your information safe.
Need help with secure VA support?
Let’s chat about how Offsiters can help you work smarter — and safer.