Email templates
These templates are designed to be sent in a sequence during the rollout phase. Customize the placeholders [PASSWORK_URL], [COMPANY_NAME], [SUPPORT_EMAIL], [SENDER_NAME] before sending.
Send one email every 2–3 days after the invite to avoid overwhelming users. See Phase 4: Communication and activation for the recommended sending schedule.
Email 1 — Welcome to Passwork
When to send: Same day as the invite email
Audience: All newly invited users
Subject: Welcome to Passwork — Your account is ready
Hi [FIRST_NAME],
[COMPANY_NAME] is rolling out Passwork, our new corporate password manager.
Passwork lets you securely store, share, and access credentials — from any device,
using the browser extension, mobile app, or web interface.
Getting started takes about 15 minutes. Here's what to do first:
1. Accept your invite
Open the invite email you received from Passwork and click "Accept invite".
If you haven't received it, check your spam folder or contact [SUPPORT_EMAIL].
2. Sign in
Go to [PASSWORK_URL] and sign in using your [corporate credentials / your new
Passwork password].
3. Install the browser extension
Install the Passwork extension for your browser to get autofill and quick access
to your passwords. Download it from your browser's extension store and connect it
to [PASSWORK_URL].
Chrome: https://chrome.google.com/webstore/detail/passwork-self-hosted/ibiipnmmlnehmeonnhbdajcfagcgihkl
Firefox: https://addons.mozilla.org/en-US/firefox/addon/passwork-self-hosted/
Edge: https://microsoftedge.microsoft.com/addons/detail/passwork-selfhosted/nakajpankdpmmaaljmdjmbnnicaolcpc
Safari: https://apps.apple.com/app/passwork-extension/id1584570476
Questions? Reply to this email or contact [SUPPORT_EMAIL].
[SENDER_NAME]
[COMPANY_NAME] IT Team
Email 2 — Secure your account with 2FA
When to send: 2 days after the invite
Audience: All users who have activated their account
Subject: Action required: Set up two-factor authentication in Passwork
Hi [FIRST_NAME],
To keep your Passwork account and your team's credentials safe, please set up
two-factor authentication (2FA). This takes about 3 minutes.
Why it matters:
2FA means that even if your password is ever exposed, no one can access your
account without the second verification step.
How to set it up:
1. Sign in to Passwork at [PASSWORK_URL]
2. Click your profile icon (top-right corner) → Account settings → Authentication
3. In the "Two-factor authentication" section, click Connect
4. Choose your preferred method:
- Passwork 2FA app (recommended for one-tap approval)
- Google Authenticator or Microsoft Authenticator (TOTP)
- Physical security key (YubiKey or similar)
5. Follow the on-screen instructions to scan the QR code and confirm
[IF CLIENT-SIDE ENCRYPTION IS ENABLED]
A reminder: your master password protects your encrypted credentials.
It cannot be recovered by IT staff. Keep it written down in a secure physical location.
For step-by-step instructions: [PASSWORK_URL]/tech-guides/security-setup/
(or share a direct link to your internal documentation)
Questions? Contact [SUPPORT_EMAIL].
[SENDER_NAME]
[COMPANY_NAME] IT Team
Email 3 — Get more from Passwork every day
When to send: 5 days after the invite (for activated users)
Audience: Users who have activated and set up 2FA
Subject: Two features that will save you time in Passwork
Hi [FIRST_NAME],
Now that your account is set up, here are two features to use every day.
1. autofill — log in without typing
When you visit a site, the Passwork browser extension detects matching credentials
and fills the login form for you. Just click the extension icon and select the
matching entry. No more copy-pasting.
Try it now: open any site you have a saved password for and click the Passwork
extension icon in your browser toolbar.
2. Password Generator — never reuse a weak password
When you create a new account anywhere, use Passwork's built-in generator instead
of thinking up a password yourself.
In the browser extension: click the Generator tab.
In the web app: click the Generate icon next to the Password field when adding
a new entry.
Recommended settings: 16+ characters, uppercase + lowercase + digits + symbols.
Tips:
- Use the Search bar (left panel) to find any password across all your vaults instantly.
- Click the color tag on a password to label it for quick visual scanning.
- The mobile app (iOS / Android) gives you full vault access on the go.
iOS: https://apps.apple.com/app/passwork-self-hosted/id1086696282
Android: https://play.google.com/store/apps/details?id=com.passwork.android
Questions? Contact [SUPPORT_EMAIL].
[SENDER_NAME]
[COMPANY_NAME] IT Team
Email 4 — Working with your team in Passwork
When to send: 10 days after the invite (for activated users)
Audience: Users who have activated their account
Subject: Passwork tip: How to work with team passwords
Hi [FIRST_NAME],
Here's how to use Passwork for team collaboration.
Finding team passwords
Your department's shared passwords are in the company vaults on the left panel.
Look for the vault named [VAULT_NAME] — that's your team's.
If you can't find a vault you expect to have access to, contact your manager.
Sharing a password
Need to send a credential to a colleague?
Open the password, click Share → Send to users, find the colleague, and choose their
access level (Read Only is the default — change only if they need to edit it).
The recipient receives the password in their Passwork Inbox.
Sharing with someone outside Passwork
Go to the password, click Share → Create link.
Choose Single-use and a short expiration time (1 hour) for sensitive credentials.
Copy the link and send it through your usual secure channel.
Remember: shared links don't require authentication. Treat them like a password.
Saving a new credential for the team
When you set up a new account for a tool the team uses, save it directly to the team
vault — not your private vault. This keeps it accessible to everyone who needs it
and keeps you from being a single point of failure.
Full documentation: [PASSWORK_URL]/tech-guides/onboarding
Questions about access or which vault to use? Contact your department manager.
Questions about the tool? Contact [SUPPORT_EMAIL].
[SENDER_NAME]
[COMPANY_NAME] IT Team
Customization notes
- Replace
[PASSWORK_URL]with your organization's Passwork URL throughout - Replace
[COMPANY_NAME]with your organization's name - Replace
[SUPPORT_EMAIL]with your help desk email or Slack channel link - In Email 2, include the master password note only if client-side encryption is enabled on your instance
- In Email 4, replace
[VAULT_NAME]with the actual department vault name, or remove the specific reference and keep it generic - Adjust the tone to match your organization's communication style — the templates are intentionally neutral and professional