Who is this for?
Volunteer-run churches, mosques, temples, community centres, clubs, mutual-aid groups, and small nonprofits that share login details across a team.
Checklist
1. Inventory who has access
- [ ] List every shared account. Why it matters: You cannot protect accounts you have forgotten, and old accounts are common entry points.
- [ ] Record the current owner and backup owner for each account. Why it matters: Clear ownership prevents lockouts when a volunteer steps away.
- [ ] Remove ex-volunteers and former staff from all shared accounts. Why it matters: Departed people may still have access to email, files, payments, and social media.
2. Turn on strong authentication
- [ ] Enable multi-factor authentication on every account that supports it. Why it matters: A stolen password alone is no longer enough to break in.
- [ ] Prefer authenticator apps or hardware keys over SMS codes. Why it matters: SMS codes can be intercepted through SIM-swap attacks.
- [ ] Store backup codes in a shared password manager, not in a group chat. Why it matters: Backup codes restore access without exposing them to everyone in chat history.
- [ ] Turn on login alerts for new devices and locations. Why it matters: Early warning helps you react before an attacker changes settings.
3. Use a password manager
- [ ] Choose one password manager for the whole group. Why it matters: A single trusted tool reduces confusion and unsafe password sharing.
- [ ] Give each person their own login to the password manager. Why it matters: Shared master passwords make it impossible to know who accessed what.
- [ ] Use unique, long passwords for every account. Why it matters: Reused passwords let one breach compromise many services.
- [ ] Remove access immediately when someone leaves the group. Why it matters: The password manager is often the master key to everything else.
4. Secure email and recovery
- [ ] Make the main email account the most protected account. Why it matters: Email is usually the reset path for every other service.
- [ ] Remove old recovery phone numbers and email addresses. Why it matters: An outdated recovery method can let an outsider reset the account.
- [ ] Restrict who can forward or delegate the main email. Why it matters: Hidden forwarding rules can silently leak sensitive messages.
5. Lock down social media and website
- [ ] Give each admin their own social media login where possible. Why it matters: Individual logins make removal and auditing much easier.
- [ ] Enable MFA on domain, hosting, and website admin accounts. Why it matters: Website takeover can damage trust, spread scams, and expose donor data.
- [ ] Review admin roles every three months. Why it matters: People change roles, and stale admins are a quiet risk.
6. Protect donations and payments
- [ ] Require MFA and separate approvals for payment accounts. Why it matters: Two people checking payments makes fraud and mistakes harder.
- [ ] Do not store card or bank details in shared notes or spreadsheets. Why it matters: Payment data in plain text is a direct financial and legal risk.
- [ ] Set up transaction alerts to a monitored inbox. Why it matters: Unusual donations or transfers can be caught early.
7. Manage shared devices
- [ ] Use separate user profiles on shared laptops and phones. Why it matters: Separate profiles stop one person’s browsing or files from exposing everyone.
- [ ] Turn on full-disk encryption and screen locks. Why it matters: A lost device then does not become a data breach.
- [ ] Keep devices updated automatically. Why it matters: Updates close known security holes that attackers actively use.
8. Train and document
- [ ] Write a one-page access policy for volunteers. Why it matters: People follow security rules when they are simple and visible.
- [ ] Show new volunteers how to use MFA and the password manager. Why it matters: Training prevents workarounds like sharing passwords in chat.
- [ ] Keep an offline emergency contact list. Why it matters: You still need to reach key people if email or chat is compromised.
9. Monitor and respond
- [ ] Check account recovery settings after any leadership change. Why it matters: Attackers and former insiders often target recovery options first.
- [ ] Agree on who to contact if an account is hacked. Why it matters: A clear first responder reduces panic and speeds recovery.
- [ ] Report suspected scams to your platform and community. Why it matters: Reporting protects other groups and helps platforms remove fake accounts.
10. Review and offboard
- [ ] Run a quarterly access review. Why it matters: Regular reviews catch forgotten accounts, old admins, and unused tools.
- [ ] Complete an offboarding checklist for every departure. Why it matters: A repeatable process prevents missed access removal.
- [ ] Change shared secrets after someone with access leaves. Why it matters: If a password was known to the group, it should be rotated.
- [ ] Document what changed and when. Why it matters: A simple log helps future volunteers understand the current setup.
Why it matters
Community groups often rely on shared accounts, volunteer turnover, and limited technical support. Attackers target these weaknesses to steal donations, impersonate trusted organisations, spread scams, and access private member or donor information. Strong authentication, clear ownership, password management, and regular offboarding reduce the most common and damaging risks.