Passwords

Passwords is your practice's shared password manager. Each login holds a name, a website, a username, a password, an optional one-time code and notes. Logins live in groups, and a group decides who can use what is in it.

Open it from More in the rail (your account menu on a phone), then Passwords.

How your passwords are protectedCopy Anchor Link

Everything inside a login is encrypted in your browser before it is saved, and decrypted in your browser when you open it. Smileline stores the encrypted form. Group names are not encrypted, so the page can list them.

What opens your passwords is your own Smileline password, the one you sign in with. There is no second password to remember.

Each login shows its website's own icon, which your browser loads straight from that website. No other company is told which sites your practice keeps logins for. Addresses on your practice's own network, such as a router's page, keep their letters.

Open PasswordsCopy Anchor Link

• The first time you open Passwords on a computer, it asks for your Smileline password once.
• After that, signing in to Smileline with your password on that computer opens Passwords too: nothing more is asked.
• If you signed in another way (with Google, or with two-step sign-in), it asks for your Smileline password once after each sign-in.
• If you sign in without a password at all, Passwords opens with the computer's fingerprint sensor instead: click Set up fingerprint.

Passwords locks after you have been away from Smileline for a while: four hours unless your practice chose otherwise. Enter your password, or touch the fingerprint sensor, to open it again. It also locks when you sign out.

Unlock with a fingerprintCopy Anchor Link

On a computer with a fingerprint sensor (Touch ID, Windows Hello), click Passwords settings, then turn on Fingerprint on this computer. From then on a touch unlocks Passwords on that computer. Other computers still ask for your password. Not every sensor can do this, and older versions of Windows can't: Smileline says so when you turn it on, and your password keeps working.

Set Passwords up for the practiceCopy Anchor Link

An owner opens Passwords first.

Smileline then creates seven groups so the page is not empty: Front desk, Suppliers & labs, Marketing & social, Imaging & scanners, Finance & banking, Compliance & training and Wi-Fi & door codes. Rename them, change who can use them, or add your own.

Add a loginCopy Anchor Link

Click New password.

• Website: the address you sign in at. The name is suggested from it.
• Password: type it, or click the circular arrow to make a strong one.
• One-time code: if the site uses two-step sign-in, open the site's two-step setup page. Click Scan QR code and choose a screenshot or a photo of its QR code, or click Paste setup key and paste the key (or the address starting with otpauth://); a screenshot of the QR code can be pasted there too. Smileline then shows the current code, so signing in no longer depends on one person's phone. The picture is read on your computer and is not uploaded.
• Group: who can use the login follows from its group.

To change a login, select it and click Edit. Saving a new password keeps the old one under History.

When Passwords has not checked with Smileline for a minute, showing a password, copying it or its one-time code, opening History or Edit checks first. If your password was reset or changed elsewhere since, or Passwords has locked, it locks here too and shows nothing. If Smileline can't be reached, nothing is shown: try again once you're back online.

Who can use a groupCopy Anchor Link

Select a group you manage and click Share.

Set a level by role, and add named people on top. A person gets the higher of their role's level and their own. Owners always manage every group. Agency staff reach a group only when you name them.

When someone gets accessCopy Anchor Link

A group's key reaches a new person from the browser of someone who manages that group. This happens by itself while a manager or owner is using Smileline, on any page, with their Passwords unlocked: usually within a minute. Until then the person sees the group and a note that it is on its way.

When someone forgets their passwordCopy Anchor Link

A password that is reset by email no longer opens the passwords saved with the old one.

1. The person opens Passwords, enters their new Smileline password and clicks Start again.
2. An owner, or a manager of the groups they use, sees a notice on the Passwords page, clicks Review, then Yes, give them back.

Only confirm if you know it was really them. Someone who got into their email could have reset the password.

If you are an owner and nobody else can give your passwords back, click Use the recovery sheet and type the code from the printed sheet.

A computer with your fingerprint turned on still opens your passwords after a reset, without waiting for anyone.

"Change this password"Copy Anchor Link

A login shows a note asking you to change its password when someone who could open it no longer should:

• they left the team, or were suspended;
• their role changed, or the group stopped being shared with them;
• the login was moved to a group they cannot use.

Change the password on the site, then save the new one here, or click Mark as changed if you already did.

Import from a browser or another managerCopy Anchor Link

1. Export the saved passwords from Chrome, Edge or Firefox, or from another password manager (a .csv file, or Bitwarden's .json).
2. In Passwords, click Import from a browser or file and choose the file.
3. Check the list. Smileline suggests a group for each login where it can; choose one where it says Choose a group. Logins that look personal, and ones you already have, start left out.
4. A login marked Differs from the saved one has the same website and username as a saved login, but something else is different. Tick it to choose: Replace the saved one saves it over that login (its passwords stay under History, and its one-time code and notes stay when the file has none), or pick a group to add it as a new login. Leave it unticked to keep the saved one as it is.
5. Click the Save button, which says how many logins it will save.

Replacing a login doesn't count as changing the website's password: a Change this password note on it stays until someone changes the password in Passwords or clicks Mark as changed. If someone changes the saved login while you are importing, it isn't replaced: the row asks you to choose again against what it holds now.

The file is read on your computer and is never uploaded. To suggest groups, Smileline sends each login's name and website only, never the username or the password. An owner or manager can turn the suggestions off in Passwords settings.

If you close the page before saving, import the file again: logins already saved are recognised.

ExportCopy Anchor Link

Click Passwords settings, then Export, and confirm with your Smileline password or your fingerprint. You get one file, in Bitwarden's open format, with every login you can read. A group becomes a folder. Who can use each group is not in the file, and groups shared with you as Autofill only are left out.

Export your passwords before closing your practice's Smileline account: the copy in the practice archive stays encrypted.

Passwords settingsCopy Anchor Link

At the bottom of the group list, click Passwords settings.

Who can do whatCopy Anchor Link

What a person can do inside a group depends on their level in that group. Compare roles on Settings → Team members shows the first column as Use Passwords, and creating groups and changing the settings as Manage password groups & settings.

Passwords answers only to people signed in to Smileline. API keys, connected apps such as Zapier, the AI assistant and Smileline's support staff cannot read or change it. What people do with a login (show, copy, change, delete) is recorded in the activity log.