RoboForm Review 2024: Is It Right for Your Business?

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RoboForm is a password manager ideal for small and medium-sized businesses that prioritize both low price and high quality. Password management solutions provide tools like two-factor authentication, password sharing, and user management. RoboForm offers all these features and will meet many businesses’ needs, but it won’t satisfy all large enterprises, particularly those that need more advanced capabilities.

What You Need to Know About RoboForm

RoboForm icon.RoboForm is a relatively inexpensive password manager for small businesses, but it can serve larger teams well, too. Some of its notable features include SCIM integrations, passkeys, and an integration with Active Directory. RoboForm also has a clean breach history. 
Overall Rating: 3.7/5

• Core features: 3.6/5
• Ease of use: 4.2/5
• Administrative features: 2.9/5
• Security: 4.5/5
• Pricing: 3.9/5
• Customer support: 3.3/5
ProsCons
✔️ Inexpensive compared to the rest of the market❌ May not have enough features for some enterprises
✔️ Offers small teams plenty of basic features ❌ No dedicated customer implementation manager
✔️ Multiple support channels available❌ No single sign-on 

Continue on to learn more about RoboForm and whether it’s a good fit for your business, including its features, customer service, and pricing; or scroll down to learn how I evaluated RoboForm.

Featured Partners: Password Management Software

Who Should Use RoboForm?

With its affordable pricing, customer support options, and feature set, RoboForm is a strong option for small teams. But it’s also a viable solution for some enterprises, too.

Consider RoboForm if one of the following categories sounds like your organization:

  • Small businesses: Because RoboForm offers the same features in all plans, even startups receive a robust set of core features.
  • Enterprises with tight budgets: Not all large businesses may have a sizable budget for a password manager, and RoboForm could save them money.
  • Startups looking for rapid support: RoboForm offers 24/7 customer service, including phone callback and live chat. Not all of its larger competitors offer those channels.

Who Shouldn’t Use RoboForm?

While RoboForm is a strong choice for many businesses, especially small ones with limited budgets, it doesn’t make as much sense for enterprises that want a password manager with lots of extra features and capabilities. I also don’t recommend it for teams that need extensive administrative features or a dedicated implementation team.

This list gives a few examples of businesses for which RoboForm isn’t the best fit:

  • Enterprises needing advanced features: Some large businesses will need more perks and additional features than RoboForm offers.
  • IT admins who want deep customization: While RoboForm offers some basic administrative features, its reporting is limited, and it doesn’t offer custom session length or self-hosting.
  • Teams that need extensive implementation support: Because RoboForm caters more to small businesses, it doesn’t offer as many enterprise implementation options, like a dedicated customer service manager.

If RoboForm doesn’t sound like it’ll be the best solution for your business, jump down to our list of alternative password managers.

RoboForm Pricing

RoboForm is priced annually per user. This table gives the business costs based on number of users. For businesses with over 1,000 users, contact RoboForm for a specific quote. All plans include the same set of features; RoboForm also offers a 14-day free trial with full functionality to all potential customers. 

1-10 Users11-25 Users26-100 Users101-1000 Users1,000+ Users
Annual Cost Per User$39.95$35.95$34.95$29.95 Contact for quote
Approximate Monthly Cost Per User$3.33$3.00$2.91$2.50
Free Trial✔️✔️✔️✔️✔️

5 Key Features of RoboForm

Some of RoboForm’s most important features include SCIM integrations with identity providers, 2FA, user and user group management, master password recovery, and password exports and imports.

SCIM Integrations

The System for Cross-Domain Identity Management (SCIM) allows businesses to integrate with their identity provider to provision RoboForm users and groups. These integrations are useful because when an admin updates user data in the identity provider’s admin console, the relevant data updates in RoboForm, too. SCIM options include Okta, OneLogin, and Microsoft Entra ID.

RoboForm SCIM integrations.

Two-Factor Authentication

Two-factor authentication (2FA) improves account security by requiring users to authenticate themselves with two methods. If a threat actor steals your master password, they’ll be hard-pressed to enter a required code on your phone when they don’t have the phone. RoboForm’s 2FA options include Google Authenticator, Microsoft Authenticator, Authy, and other one-time password authenticator applications.

Two-factor authentication in RoboForm.

User & Group Management

In RoboForm for Business administrator interface, admins can add new users to their company and manage their permissions over time. You can also import lists of users through CSV files or install the Active Directory Connector that allows you to sync users to RoboForm. Group management places users in specific groups so you can more easily deploy policies and set role-based permissions for file sharing.

User and groups management in RoboForm.

Password Recovery Options

RoboForm’s password recovery options allow users to recover password data if they’ve enabled biometric authentication on the mobile app or set an emergency contact. These actions must be taken before losing your master password. You can request a Reset link to be sent to the email associated with your RoboForm account, but this will delete all the data in your account, so make sure you have a local copy of your passwords saved.

Resetting RoboForm password.

Exporting & Importing Data

You can export logins, bookmarks, or Safenotes by creating a CSV file. You’ll need to enter your master password to complete this process. You’re also able to import passwords from another location, including CSVs, browsers, and multiple other password managers. Keep in mind that all CSV files should be deleted as soon as the passwords are safely stored elsewhere since all the logins will be in plaintext.

Option to export and import passwords in RoboForm.

RoboForm Ease of Use

RoboForm offers plenty of instructional articles in its online help center for navigating and managing the password management product. Its administrative features, like user and groups provisioning and security policy management, help IT and security leaders develop consistent user policies.

The platform supports three major browsers — Google Chrome, Mozilla Firefox, and Microsoft Edge — but not Safari. It supports all three major computer operating systems.

Overall, RoboForm receives positive customer reviews for ease of use. However, some customers complain about usability issues, specifically on the mobile app.

RoboForm Help Center.

RoboForm Customer Service

RoboForm also has a help center with documentation and a full manual of RoboForm. Users can submit a ticket through the support portal and have access to 24/7 online support, free for all plans.

1-10 Users11-25 Users26-100 Users101-1,000 UsersOver 1,000 Users
24/7 Online Support✔️✔️✔️✔️✔️
Live Chat✔️✔️✔️✔️✔️
Phone Callback✔️✔️✔️✔️✔️

Alternatives to RoboForm

While RoboForm is a strong, affordable choice for many teams, especially smaller ones, it may not have enough features for larger businesses. If this sounds like your team, consider Keeper, Bitwarden, or 1Password.

Keeper

Keeper is a password management solution for teams of all sizes, including managed service providers. It offers a product specifically designed for privileged access, secrets, and password management for MSPs. Its pricing is comparable to RoboForm’s, costing $3.75 per user per month for its Business plan. Enterprises will need to contact Keeper for a specific quote.

Keeper offers SSO integrations, and RoboForm does not. Keeper’s SSO Connect technology allows your business to sync your password management with your identity provider using SAML 2.0. Identity provider integrations include Okta, Entra ID, and OneLogin.

Keeper interface showing the Secrets Manager product.

Bitwarden

Bitwarden is a popular business password manager with a wide range of core features, including secure sharing, user groups, and password recovery options. Bitwarden’s pricing is a bit more expensive than RoboForm’s, at $4 per user per month for its Teams plan and $6 per user per month for its Enterprise plan. Larger enterprises will need to contact Bitwarden for a custom quote.

If you’re looking for single sign-on and a few additional features, Bitwarden offers SSO, customizable session timeouts, and self-hosting on your business’s own servers, while RoboForm lacks those capabilities. SSO integrations include Okta, OneLogin, and JumpCloud.

If you’re interested in learning more, read our review of Bitwarden next.

Bitwarden user interface.

1Password

1Password is an enterprise-grade password manager ideal for large businesses because it offers so many advanced features, but it’s a good product for SMBs, too. It costs significantly more than RoboForm, at $7.99 monthly per user for the Business plan, but it also has more capabilities, like SSO, and perks like travel mode and guest accounts.

If you’re a large enterprise and you don’t think RoboForm will quite meet all of your business’s needs, consider 1Password for its strong security and many features. 1Password has zero-knowledge password storage, like RoboForm.

Read more about 1Password’s features, use cases, and pricing in our 1Password product review.

1Password interface on a Windows computer.

Interested in other password manager options? Read our guide to the best password management solutions, which also includes LastPass and NordPass.

How We Evaluated RoboForm

To analyze RoboForm and how it compares to password manager standards, I used a product scoring rubric with six major categories that buyers look for in password managers. I weighted each category based on its importance, and each category contained multiple subcriteria, each with their own weighting. The number of subcriteria RoboForm met, as well as how they were weighted, resulted in its final score of 3.7.

Evaluation Criteria

When evaluating RoboForm, I looked first at the major password management features because they give PM products their main functionality. Next, I considered features that contribute to ease of use, like documentation. I also evaluated RoboForm’s administrative capabilities, security transparency, and pricing. Finally, I looked at customer support channels and availability.

  • Core features (25%): This category includes major password management features like password sharing, exporting and importing data, and password recovery options.
    • Score: 3.6/5
  • Ease of use (20%): I considered factors like documentation, browser support, and operating system and mobile support.
    • Score: 4.2/5
  • Administrative features (15%): I looked at features like user provisioning, self-hosting vaults, and security policy management.
    • Score: 2.9/5
  • Security (15%): I evaluated RoboForm’s encryption and security practices, as well as audits, breach history, zero-knowledge, and password generation.
    • Score: 4.5/5
  • Pricing (15%): The pricing category looked at the cost of each business plan, as well as availability of free trials and plans.
    • Score: 3.9/5
  • Customer support (10%): Customer support covered support channels, 24/7 availability, product demos, and dedicated customer service.
    • Score: 3.3/5

Bottom Line: Consider RoboForm for Small Businesses & Tight Budgets

With the same password management features available in every plan, RoboForm doesn’t skimp on offering high quality to the smallest teams. However, it won’t satisfy all enterprise needs, particularly for businesses that want advanced features or nice-to-have perks. Consider RoboForm if you’re looking for a strong set of core features, inexpensive pricing, and 24/7 support channels.

Password protection plays a key role in securing your business applications. If you’re interested in learning more about overall security threats and strategies, read our guide to network security next.

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