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Move team passwords to a self-hosted manager by preparing the destination and its access model first, exporting data in a format the destination can import, then validating records, restoring sharing, and transferring attachments before cutover. The steps below use Bitwarden cloud to Bitwarden self-hosted as a specific example; export formats, licensing, and organization features differ between products. Here, “secrets” means team-managed passwords and other vault items—not infrastructure secrets such as API keys used by applications.
What to inventory before you export
Start by deciding which data is actually in scope. An organization export may not include everything individual team members keep in personal vaults, and export access can depend on permissions. Bitwarden’s Teams and Enterprise Migration Guide and Migrate to a New Server describe these issues for its migration process.
- Organization-owned items and their collections, plus individual-vault items that users have agreed should move.
- Passwords, secure notes, custom fields, and TOTP secrets.
- Attachments, documents, and key files such as SSH or RSA keys.
- Shared folders, nested shared items, and any custom organization structure that users rely on.
- Who can export each source, who owns each item, and who should have access after migration.
Keep individually owned items out of an export intended for organizational import unless the owner has approved their inclusion. Assign someone to track items that need special handling, especially attachments and structures that may not map directly to the destination.
Prepare the self-hosted destination and access model
Deploy and configure the target manager before exporting the team’s data. For Bitwarden self-hosting, its migration documentation calls for a configured server and domain; the organization workflow may also require SMTP, a compatible license, and a self-hosted account using the email associated with the cloud license. Bitwarden’s Teams and Enterprise guide says to create the organization before importing directly into it, and describes self-hosted organization access as being unlocked with a license key generated through a Bitwarden cloud organization. These are Bitwarden-specific requirements, not general rules for self-hosted password managers.
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Before the import, decide how collections, groups, user invitations, SSO, and policies will work on the new server. The goal is to have the destination structure ready so organizational items can be imported into the organization rather than into one person’s individual vault. Confirm the current requirements against Bitwarden’s migration guide and server migration instructions; product features and licensing can change.
Choose an export the destination can read
Do not export the full team vault until you have confirmed the exact supported format for the source and destination products. Bitwarden distinguishes between account-restricted encrypted JSON and password-protected encrypted JSON. Its export documentation says the account-restricted file cannot be imported into a different account, including a self-hosted account; password-protected encrypted JSON can be imported into another Bitwarden account using the chosen export password. Keep that password separately from the export file. See Bitwarden’s export documentation.
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For the Bitwarden-to-Bitwarden example, export organizational data and have users export any in-scope individual vault data. If a different source or destination is involved, check that combination’s current import documentation first. Format support is not universal: Bitwarden’s 1Password import guide, for example, describes 1PIF and older-version CSV workflows and says that 1Password 8 desktop PUX exports are not supported by that guide.
Plain JSON and CSV files can expose stored credentials to anyone who opens them. Vaultwarden’s guidance warns against leaving unencrypted exports in Downloads or synced cloud storage; consult its export and backup guidance before creating or handling one. Use an encrypted export when the destination supports it, restrict access to temporary files, and avoid moving an unencrypted export through locations that synchronize automatically.
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Import into a clean destination and validate representative items
For the Bitwarden organization example, import organizational content into the organization you prepared. Bitwarden warns that its import process does not detect duplicate items, so check for test imports or existing records first and plan how to handle duplicates. Its Teams and Enterprise Migration Guide states: “Import to Bitwarden can’t check whether items in the file to import are duplicative of items in your vault.”
After importing, compare a sample of source records with their destination copies. Include different item types and access patterns, not only ordinary username-and-password entries:
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- Passwords, usernames, and any custom fields that matter to the team.
- TOTP secrets and secure notes.
- Collection placement and representative sharing permissions.
- Items with attachments or unusual structure.
Vaultwarden’s password import guidance cautions that TOTP secrets and custom fields may not survive a generic CSV import. Treat that as a format-specific warning, not a guarantee about every importer. Neither the cited guidance nor the Bitwarden migration pages establish a universal field-by-field validation script or guarantee that every source field will map exactly. Record differences that matter and resolve them before cutover.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Rebuild sharing and move attachments separately
An imported password file does not necessarily recreate the team’s access system. In Bitwarden’s self-hosted organization migration guidance, administrators may need to reimplement SSO or enterprise policies, recreate groups, assign groups to collections, and invite users again. Plan and verify these steps against the Teams and Enterprise Migration Guide.
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Bitwarden’s organization migration guide says attachments are not included in import operations and must be uploaded manually. Track each file against its original vault item, upload it to the corresponding destination item, and confirm that the intended users can open it. Do not assume that a successful password import also moved documents or key files.
Cut over only after access checks, then remove temporary exports
Keep the source vault available while administrators and representative team members check that they can access the destination and the team’s critical records. This is a practical cutover gate: the documented need to restore users and permissions, move attachments, and validate imports means that an import-completion message alone is not proof the team is ready to switch.
Once temporary exports are no longer needed, delete them and empty the relevant trash. Vaultwarden specifically advises against leaving unencrypted exports in Downloads or synced cloud storage in its export and backup guidance. Follow your organization’s retention and secure-deletion requirements for any remaining copies.
What to compare when choosing a self-hosted manager
Before committing to a destination, assess the migration work and the ongoing operational responsibilities together. The Bitwarden documentation illustrates these work areas but does not provide a neutral comparison of all self-hosted managers.
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1Clear out junk files and repair common Windows errors2Fix the driver behind crashes, sound loss and screen glitches3Repair Windows errors before they cause bigger problems- Import fidelity: Which source formats are supported, and how are custom fields, TOTP secrets, notes, and nested structures handled?
- Organization access: Can the destination represent your collections, groups, user roles, and sharing model?
- Attachments: Are files included in imports, or must they be moved and checked manually?
- Identity and policy: Which SSO, invitation, and policy settings must be recreated, and are they supported by the self-hosted edition you plan to use?
- Operations: Who is responsible for hosting, backups, restore procedures, updates, and access recovery?
These checks determine whether the move is just a data import or a broader rebuild of the team’s vault and access workflows.
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