Switching to SafeKey
Is Easier Than You Think
A step-by-step guide to moving your passwords — no tech skills required
From Sticky Notes and Spreadsheets to Proper Security
Plus: how to move your browser-saved passwords to SafeKey
Let’s Be Honest — Changing Anything Feels Like a Hassle
We get it. The idea of moving all your passwords into a new system sounds like a big job. You’re busy running a business. The last thing you want is another IT project to worry about.
But here’s the good news: switching to SafeKey is genuinely easy. Whether your passwords are currently on sticky notes, in a notebook, in a spreadsheet, or saved in your web browser, getting them into SafeKey is simpler and quicker than most people expect.
This guide walks you through exactly what’s involved, step by step, in plain English. And if at any point you think “I’d rather someone just did this for me” — that’s completely fine. We offer assistance packages for exactly that reason.
The short version
For most small businesses, the entire process takes less than an hour. You don’t need any technical skills. And our team is here to help if you need us.
How Difficult Is It, Really?
Let’s set expectations before we go any further. Here’s an honest look at what’s involved, depending on where your passwords currently live:
What you’re moving from | Difficulty | Time for 10 users |
Sticky notes/notebook | Easy | 1–2 hours |
Shared spreadsheet or document | Easy | 30–60 minutes |
Browser-saved passwords (Chrome, Edge, etc.) | Easy | 15–30 minutes per person |
Another password manager (1Password, LastPass, etc.) | Very easy | 15–20 minutes |
A mix of all of the above | Easy | 1–2 hours |
None of these is difficult. The “hardest” part is simply gathering up passwords scattered across different places — and even that is more tedious than technical. Once they’re gathered, getting them into SafeKey is quick and straightforward.
Path A: Moving From Written-Down Passwords
This section is for you if your passwords currently live on sticky notes, in a notebook, in a Word document, in an Excel spreadsheet, in an email you sent yourself, or in any other written-down form.
Why this is actually the easiest starting point
It might not feel like it, but if your passwords are written down somewhere, you’re actually in a good position. You already have a record of them. The job is simply to move that record from an insecure place to a secure one.
Step 1: Make a list of your accountsEstimated time: 15–30 minutesBefore you start, take a moment to write down every online account your business uses. Don’t worry about the passwords yet — just the accounts. Think about your email, your accounting software (Xero, MYOB, etc.), your bank, your social media pages, your website, your CRM, your supplier portals, and anything else your team logs into. Go through your sticky notes, notebook, or spreadsheet and make sure you’ve captured everything. It’s also worth asking your team — they’ll often remember accounts that you’ve forgotten about. |
Step 2: Set up your SafeKey accountEstimated time: 5–10 minutesWe’ll create your private vault and set up your business account. This is something our team handles for you — you’ll receive a welcome email with your login details and a simple guide to get started. All you need to do is choose your master password — the one password you’ll actually need to remember. We’ll give you tips on choosing a good one that’s both strong and memorable. |
Step 3: Add your passwords to SafeKeyEstimated time: 20–40 minutesNow you’ll go through your list and add each account to SafeKey. For each one, you simply type in the website address, your username, and your password. SafeKey saves it, and from that point on, you’ll never need to type that password again. If your passwords are in a spreadsheet, we can often import them directly — which makes this step even faster. Just send us the spreadsheet, and we’ll load it for you. |
Step 4: Install the browser extensionEstimated time: 2 minutesEach team member installs the SafeKey extension in their web browser. It’s a one-time step that takes less than two minutes. From then on, when they visit a website they have a password for, SafeKey will offer to fill in the password automatically. |
Step 5: Start replacing weak passwordsEstimated time: Ongoing — a few minutes at a timeOnce your passwords are in SafeKey, you’ll probably notice that many of them are weak — short, simple, or reused across multiple accounts. SafeKey can generate strong, random passwords for you with one click. We recommend changing them one or two at a time as you go about your normal work. There’s no rush — just gradually improve them over the coming weeks. |
Step 6: Destroy your old recordsEstimated time: 5 minutesOnce your passwords are safely stored in SafeKey, it’s time to get rid of the sticky notes, shred the notebook pages, and delete the spreadsheet. The whole point is that SafeKey is now the one secure place where your passwords live. Keeping old copies lying around defeats the purpose. |
Total time for most businesses: about 1 hour
That’s it. One hour, and you’ve gone from sticky notes and spreadsheets to a proper, secure password management system. Every password is encrypted, every team member has their own access, and you have full control over who can see what.
Path B: Moving From Browser-Saved Passwords
This section is for you if your passwords are saved in your web browser — that is, if you’ve been clicking “Save Password” or “Remember Me” when Chrome, Edge, Firefox, or Safari asks you to.
Why you should move away from browser-saved passwords
Before we get into the how, let’s quickly cover the why. Browser-saved passwords feel convenient, but they have some serious problems:
- Anyone who can access your computer can see them. On most browsers, saved passwords can be viewed in plain text by anyone who sits down at your computer or laptop.
- If your laptop is lost or stolen, so are your passwords. Unlike a proper password manager, browser-saved passwords typically don’t have a separate master password protecting them.
- They’re tied to one person and one browser. There’s no easy way to share access with a colleague, control who can see what, or remove someone’s access when they leave.
- Your passwords may be synced to a personal account. If a staff member is signed into Chrome with their personal Google account, your business passwords could be synced to their personal devices at home.
The good news: your browser can export your passwords
Every major browser lets you export all of your saved passwords into a single file. That file can then be imported directly into SafeKey in just a few minutes. Here’s how it works:
Step 1: Export your passwords from your browserEstimated time: 5 minutes per personEach person in your team exports their saved passwords from their browser. The exact steps vary slightly by browser, but the process is similar across all of them. You go into the browser’s settings, find the password section, and choose “Export.” The browser will save a file to your computer containing all of your saved passwords. We provide a simple, illustrated guide for each browser (Chrome, Edge, Firefox, and Safari) so your team can follow along step by step. It takes about five minutes. |
Step 2: Send the export file to SafeKey (or import it yourself)Estimated time: 5–10 minutesOnce you have the export file, you can either import it into SafeKey yourself using our import tool or simply send it securely to our team, and we’ll do it for you. Our import tool recognises the format used by all major browsers, so you don’t need to change or reformat anything. You just upload the file, and SafeKey does the rest. |
Step 3: Install the SafeKey browser extensionEstimated time: 2 minutes per personEach person installs the SafeKey extension in their browser. From this point on, SafeKey will fill in passwords instead of the browser. It works the same way you’re used to — you visit a website, and your login details are filled in automatically. The only difference is that they’re now properly secured. |
Step 4: Turn off browser password savingEstimated time: 2 minutes per personThe last step is to turn off the browser’s built-in password saving feature, so it stops asking you to save passwords and stops filling them in. This makes sure SafeKey is the only place your passwords are stored. Again, we provide a simple guide for each browser to walk your team through this. |
Step 5: Delete the old saved passwords from the browserEstimated time: 5 minutes per personOnce everything is safely in SafeKey, you delete the saved passwords from the browser. This means if a laptop is lost, stolen, or accessed by someone who shouldn’t be using it, those passwords are no longer sitting there waiting to be found. |
Step 6: Delete the export fileEstimated time: 1 minuteThe export file you created in Step 1 contains all of your passwords in plain text. Once the import is complete, this file must be permanently deleted. Don’t just move it to the recycle bin; empty it as well. Our guide will walk you through this. |
Total time per person: about 20–30 minutes
That’s all it takes to move from browser-saved passwords to SafeKey. For a team of ten people, you’re looking at a morning’s work at most, and your entire business is dramatically more secure by lunchtime.
What If It’s a Mix of Everything?
Most businesses don’t fall neatly into one category. The reality is usually a combination: some passwords are saved in browsers, some are on sticky notes, some are in a shared spreadsheet, and some are only in somebody’s head.
That’s completely normal, and it’s not a problem. Here’s how to tackle it:
- Start with the browser passwords. These are the quickest to migrate because they can be exported and imported in bulk. Get those into SafeKey first.
- Then gather the written-down passwords. Go through the sticky notes, notebooks, and spreadsheets. Add these to SafeKey one by one, or send them to us for import.
- Then ask your team. There will always be a few passwords that only live in someone’s memory. Ask each team member if there are any accounts they log into that haven’t been captured yet. Add those to SafeKey as they come up.
- Don’t worry about getting everything on day one. The important thing is to start. You can add new accounts to SafeKey as you encounter them over the coming days and weeks. Every password you move is one more that’s properly secured.
We’re Here to Help: SafeKey Assistance Packages
We built SafeKey so that anyone can set it up without needing technical help. But we also know that some business owners would simply prefer to have someone do it for them — and that’s absolutely fine.
That’s why we offer a range of assistance packages. Whether you need a little guidance or a full hands-on setup, our New Zealand-based team is here to make the process as smooth as possible.
Package | What’s included | Price |
Quick Start | A 20-minute video call with one of our team. We’ll walk you through setting up your account, installing the browser extension, and adding your first passwords. Perfect if you just want a bit of guidance to get going. | Get in touch |
Guided Setup | We set up your SafeKey vault, create accounts for your team, import your existing passwords (from spreadsheets, browser exports, or another password manager), and provide a short training session for your staff via video call. | Get in touch |
Full Migration | Our team handles everything from start to finish. We audit your current password setup, import all passwords from all sources, configure team access and permissions, train your staff, disable browser password saving on all devices, and ensure everything is working perfectly before we hand over. | Get in touch |
Ongoing Support | After setup, we’re available for questions, adding new team members, adjusting permissions, and general help. Available as a monthly retainer or pay-as-you-go. | Get in touch |
Not sure which package you need?
Just get in touch and have a chat with us. We’ll ask a few questions about the size of your team, where your passwords currently live, and how comfortable you are with technology. Then we’ll recommend the option that makes the most sense for your business.
There are no hard sell and no obligation. We’d rather you got set up properly than rushed into something that doesn’t work for you.
What Happens After You’ve Switched?
Once your passwords are in SafeKey, your day-to-day life actually gets easier. Here’s what changes:
Logging into websites is faster. SafeKey fills in your username and password automatically. No more hunting for sticky notes or trying to remember which password you used.
New accounts are handled instantly. When you sign up for a new service, SafeKey offers to generate a strong password and save it for you. One click, done.
Sharing access is safe and controlled. Need to give a team member access to a shared account? Add it to their SafeKey vault. They can log in without ever seeing the actual password.
When someone leaves, access is revoked instantly. Remove a team member from SafeKey, and they immediately lose access to every account. No more worrying about what they might still be able to log into.
You know who has access to what. SafeKey provides a clear view of which team members have access to which accounts. No more guessing.
The biggest change?
You’ll stop worrying about passwords. They’ll just work — securely, automatically, and under your control. That’s the whole point.
The Bottom Line
Switching to SafeKey is not a big, complicated IT project. It’s a simple, practical step that most businesses complete in an hour or less. Whether your passwords are on sticky notes, in a spreadsheet, saved in your browser, or scattered across all three, the process is the same: gather them up and put them somewhere secure.
And if you’d rather not do it yourself, we’ll do it for you. Our New Zealand-based team is here to help, from a free Quick Start call through to a full hands-on migration. No judgement, no jargon, just practical help from real people.
The hardest part of switching to a password manager is deciding to do it. Everything after that is easy.
Ready to Make the Switch?
Visit www.safekey.co.nz or get in touch with our team today.
We’ll have you up and running before your next coffee break.
$36 per user/year • 100% NZ owned & hosted • Free Quick Start call • Local support