An entry in the credentials vault (Zugangsdaten-Tresor) only becomes useful when exactly the right people can see it: your team through internal shares, outside partners through a time-limited link. You control both per entry, and both are logged.
Personal or shared
Every entry has a visibility that you set when creating it (and can change later while editing):
Sharing with the team
The row action Teilen (share) opens the sharing dialog. There you grant read access through three kinds of toggles:
- per member: unlock individual colleagues one by one
- per role: all Administrator:innen (admins), Mitglieder (members) or Betrachter:innen (viewers) at once
- per group: your own team bundles (see below)
Two rules always apply:
- Shares grant read access: recipients can see and reveal the entry, but not edit or delete it.
- The creator always keeps management access to their own entry. In the dialog this person is marked (Ersteller) (creator), and their access cannot be revoked.
Groups
If you keep unlocking the same circle of people (for example "everyone handling portals"), a group pays off. The header button Gruppen (groups) opens the Permission-Gruppen dialog, which the vault describes as Team-Bündel für Freigaben (team bundles for shares):
- Create: enter a name (the field suggests Neue Gruppe (z.B. Portale), new group, e.g. portals) and pick the members via checkboxes.
- Use: when sharing an entry, the group appears as its own toggle.
- Delete: when removing a group the dialog warns: Bestehende Freigaben an diese Gruppe entfallen. (existing shares to this group are dropped).
Only people with the matching permission can manage groups (admins by default).
External sharing via link
For outside partners without a platform account (notary office, property management, IT service provider) you create a time-limited share link in the sharing dialog under Extern per Link (externally via link):
Set the scope
Optionally enter the recipient's address under E-Mail (optional) (for your own bookkeeping). Under Gültig für (valid for) pick the lifetime: 1 Stunde (1 hour), 6 Stunden (6 hours), 24 Stunden (Standard) (24 hours, default), 3 Tage (3 days) or 7 Tage (max) (7 days, maximum).
State a reason
The field Grund (Pflicht, protokolliert) (reason, required, logged) is mandatory. The reason goes into the audit log so your team can later reconstruct why this login left the house.
Create the link and send it yourself
After Link erzeugen (create link) the vault shows you the link exactly once, with a note to copy it and send it yourself. The platform sends no email. Copy the link and deliver it through a channel of your choice.
For every active link you then see a row with the email (or "ohne E-Mail", without email), the validity and an open counter, for example bis 24.07.2026 · 3× geöffnet (valid until, opened 3 times). Widerrufen (revoke) invalidates a link immediately, at any time.
The recipient view
The recipient opens the link (an address of the form /share/{token}) in the browser, no account needed. There they can only view and copy the entry; the clipboard also clears itself automatically 30 seconds after copying. The page states: Dieser Link ist zeitlich begrenzt und kann jederzeit widerrufen werden. Jeder Zugriff wird protokolliert. (this link is time-limited and can be revoked at any time, every access is logged). After expiry or revocation the page is no longer reachable.
Further reading
For recurring services where each team member should deposit their own login, there is a better way than many individual shares: Staff logins. What exactly gets logged is covered in Audit and permissions. Back to the overview: Credentials vault.