RoboForm Review: pros & cons, features, ratings, pricing and more

RoboForm is one of the original password managers, first released in 2000. In 2009, it introduced a dedicated Enterprise version for business users. It offers a rich and complex set of features that compete well with other premium password managers. Security is a top priority, with military-grade encryption, flawless security records, and other features enhancing its offering. After trying RoboForm, you may want to check our list of the best business password managers to explore alternatives.

RoboForm ensures that your passwords are always synced and accessible, regardless of whether you’re using Windows, macOS, iOS, or Android. This simple yet powerful tool makes managing passwords easy for both beginners and tech-savvy users. With industry-standard encryption protocols, RoboForm secures your data against unauthorized access, ensuring that only you can unlock your vault.

Roboform: Plans and pricing

RoboForm offers a range of options for individual, family, and business users, providing secure and easy-to-manage password protection for personal online activity.

The free version is ideal for new users and includes many features other companies usually charge for. These include unlimited logins, the ability to fill out web forms, a password audit, a limited secure sharing feature, and two-factor authentication (2FA).

For personal use, the RoboForm Premium plan offers additional features at a competitive price point. It includes all the free version features plus cloud backup, sync across all devices, secure shared folder, web access, and priority 24/7 support. The RoboForm Premium plan is available for as little as $1.66 monthly.

RoboForm Family is designed for households with multiple users and includes all the features of RoboForm Premium for up to five members in a single package. The family plan is priced at $2.66 per month.

For businesses and teams, RoboForm offers plans that cater to the unique needs of companies, including centralized employee onboarding, secure group sharing, role-based permissions, Active Directory integration, advanced reporting, and dedicated technical support. RoboForm for Business operates on a per-user pricing model, with costs starting at approximately $2.7/user/year.

Roboform: Setup

Setting up RoboForm for businesses is a straightforward process that ensures a smooth transition and minimal workflow disruption.

The journey to heightened security begins with setting up RoboForm on your company's workstations and devices. RoboForm’s installation process is user-friendly and straightforward, requiring RoboForm's time and technical knowledge. Administrators can quickly deploy the RoboForm business solution across multiple devices using standard deployment methods such as MSI installers or management platforms compatible with your IT infrastructure.

Once installed, RoboForm's administrative console becomes the command center for overseeing the use of RoboForms and permissions. Here, you'll initiate onboarding employees by creating new RoboForm accounts or integrating existing ones. The centralized control ensures all users adhere to the company's security policies, streamlining the management process and maintaining the board.

RoboForm enables administrators to enforce robust security policies, such as mandatory Two-Factor Authentication (2FA) and strict password generation rules. You can assign role-based permissions, ensuring that employees have access only to the credentials and passwords relevant to their role within the organization.

One of RoboForm's key benefits for businesses is the ability to securely share login credentials and other sensitive information within the company. Efficient sharing mechanisms, such as creating shared folders, allow teams to collaborate without compromising security, increasing productivity without risking data breaches.

To maximize RoboForm’s benefits, staff should be encouraged through organized training sessions to understand cyber hygiene and the practical usage of the password manager. User buy-in is crucial, and straightforward tutorials will help employees become comfortable and proficient in using RoboForm's features, leading to a smoother transition and better compliance.

WitRoboForm's for Business, you're backed by robust technical support tailored to handle any questions or isyou'rerising during and after implementation. Continuous updates and a dedication to customer service mean your business can rely on uninterrupted service and state-of-the-art security features, ensuring your password management system remains at the cutting edge.

By following these steps, your business will implement a reliable and effective password management system that strengthens your cyber defenses and enhances operational efficiency. RoboForm’s commitment to security and user experience makes it a wise choice for RoboForm's aim to protect its digital assets and streamline password management processes.

Roboform: Interface and performance

RoboForm includes features such as a password generator for creating strong and unique passwords of sufficient length and complexity, one-click login, cross-platform password syncing, and offline access. This feature has been further strengthened with the addition of a passphrase option that can add random words, not only a string of random characters. It can also auto-fill data fields for time savings on sites that need long web forms completed. As of January 2023, the company also added the much-anticipated 2FA generator into the experience so there’s no need for users to rely on third-party apps to generate codes.

We also love RoboForm’s integration of folders, enabling users to organize passwords in whatever way is most useful to them. For example, businesses can easily create separate folders for work-related passwords and personal passwords. This is ideal for businesses that want to enable seamless password management for their organization, and it’s even more appealing to SMBs and sole traders who want to balance work and life without having to manage two subscriptions.

Password sharing is another powerful feature of RoboForm. This feature enables users to securely share encrypted passwords or credentials with other RoboForm users within your organization – ideal if you want to reduce the risk of sensitive information being exposed outside of your company. It’s also possible for RoboForm to grant emergency access to other users in case anything bad happens to an employee.

The app itself, in our experience, lacks the intuitiveness of some other offerings on the market but is more of a personal preference based on the numerous password managers tested. However, we did find ourselves digging around for options and trying to figure out how to best navigate the app. With time, the usage does get easier as you figure out where things that you use all the time are located.

We tested the RoboForm app on Windows, macOS, iOS, and Android, and were impressed by the speed of syncing. Although we had to conduct a manual sync, it took less than three seconds for data uploaded on the mobile app to appear on our desktop device. You can also enable automatic syncing.

Another strength of RoboForm is the high degree of account control. Users can make loads of customizations to security protocols and account settings when using the desktop or mobile apps. These advanced controls are one of the reasons RoboForm is one of our favorite password management solutions for businesses.

It’s worth mentioning that, like some of its rivals, this is purely a password manager. Other companies tend to bundle in some additional functionalities, or offer more services as a company, which makes RoboForm look a little bit expensive in comparison. For example, there’s no VPN service so you’ll either have to pay extra for one of those or go for a password manager that has one.

Companies that constantly evolve their offering are usually the ones that tend to be near and dear to users' hearts. RoboForm takes this seriously with another recent addition, where the app now supports passkeys, allowing users to store, autofill, and securely share passkeys in RoboForm. Passwordless logins have become increasingly popular, though the initial pick-up was slower than expected. With competitors also having the passkey option available, it is nice to see that RoboForm listens to the users and the market while adding new features to strengthen its offering.

Roboform: Security

As with any password management solution, a top-notch security framework is integral. Luckily, RoboForm doesn’t disappoint. As a standard, all data stored on RoboForm’s platform is encrypted end-to-end with AES 256-bit encryption. Two-factor authentication is also available for all businesses, further enhances data security, and supports third-party authentication apps.

RoboForm also provides advanced administrator controls, such as enforced minimum master password standards and periodic password changes. As an admin, you can show the full password change history for each login through the web editor.

Businesses can also make use of public-private key cryptography, which allows business administrators to share encrypted passwords and credentials with employees without them ever having to see the actual password. This feature alone makes RoboForm one of the best password management solutions for businesses

Moreover, there’s an entire page on the company’s site dedicated to exposing the security measures and features, which is a major green flag for us. Companies that are open about how they operate inspire confidence, and subject themselves to more scrutiny. 

Roboform: Support

There is free support available to all via the Help Center and Manual. Here, topics get organized into categories such as Security, Web Access, and Emergency Access, and each has a list of articles to guide users through the issue.

RoboForm provides superior customer support for its subscribers and business customers. IT administrators or employees can contact the RoboForm team either via their online support system or by phone during business hours, 9AM to 5 PM EST. There are also several online learning and training resources available.

Roboform: The competition

Although RoboForm is close to best in class, it still faces competition from some of its competitors. LastPass, often considered the top provider, offers advanced administrator controls and centralized account management comparable to RoboForm’s platform.

Small and medium-sized businesses can also look at comparable options such as RememBear, Sticky Password, NordPass or Dashlane.

If security is of great important to you, you may want to consider the recently launched Proton Pass, or if you want to take it a step further, Bitwarden users can opt for self-hosting to keep their data in a location they know and trust, even behind a firewall or proxy, which is a really exciting option that isn’t typically seen in password management, and beyond.

Roboform: Final verdict

RoboForm is an exceptional password management app that offers top-notch security features and a user-friendly interface. It competes with the best in its class and is particularly cost-effective, with a range of plans to suit different needs. For individual users seeking a secure online experience without unnecessary complexities, the free version of RoboForm is a perfect fit.

In terms of security, RoboForm ensures data protection with 256-bit AES encryption, two-factor authentication (2FA), and secure vaults. The recent successful completion of a thorough security audit and penetration test by a third party demonstrates the company's commitment to maintaining high security standards. Additionally, RoboForm has a clean track record with no reported breaches, reaffirming its reliability in safeguarding sensitive data.

The company provides reliable customer support and consistently updates the app with new features, such as support for passkeys, an improved TOTP authenticator, and enhanced password change history. Regular communication through their blog and FAQs ensures users are well-informed about updates and improvements. While not the absolute best option available, RoboForm certainly offers competitive features that rival even premium offerings in the market.

What to look for in a password manager

In the era of increasing digital threats, the importance of robust cybersecurity practices cannot be overstated. Central to these practices is password management, which can significantly enhance a company's data security posture. However, with numerous options available, deciding on the right password manager for your business can be daunting. It requires careful consideration of several critical factors to ensure that the chosen solution protects your digital assets and aligns with your business processes.

Security Features: A password manager's primary purpose is to secure sensitive data. Look for advanced encryption standards, such as AES-256, which is the cornerstone of robust security. Two-factor authentication (2FA) or Multi-Factor Authentication (MFA) capabilities are essential, adding an additional layer of security beyond just the master password. The ability to audit password health and enforce strong password policies across your organization is also vital, ensuring that all users adhere to best practices in password security.

User Management and Access Control: The ability to easily manage user access is crucial for businesses. The ideal password manager should offer granular access controls and user permissions, allowing administrators to define what employees can view or edit. Role-based access enhances operational efficiency by ensuring employees have the proper access for their roles, reducing the risk of internal data breaches.

Integration and Compatibility: Operational harmony requires seamless integration with your existing IT infrastructure and compatibility with a wide range of devices and platforms. The chosen password manager should work across different operating systems and integrate well with other tools your business uses, such as directory services for automating user provisioning and de-provisioning.

Ease of Use: Adopting across the company may be challenging if the password manager isn't user-friendly. The solution should offer an intuitive interface and straightforward functionalities that do not disrupt employees' workflows. Features like autofill and auto-login can significantly enhance productivity, reducing the friction of adopting new security measures.

Scalability: As your business grows, so do your password management needs. The selected password manager must be scalable, accommodating an increasing number of users and storing a growing volume of sensitive information without degradation in performance or security.

Cost Effectiveness: While cost should not be the primary factor in choosing a password manager, it's undeniably essential. Evaluate the password manager's pricing structure against the features and security it offers. Consider the return on investment, focusing on how much potential downtime and data breaches could cost your company in comparison to the password manager's subscription fee.

Customer Support and Training: Reliable customer support and access to extensive training materials are invaluable. Responsive technical support ensures that any issues can be promptly addressed, minimizing potential disruptions. Training resources like tutorials and webinars can facilitate smoother onboarding and ongoing use.

Selecting the right password manager is a critical decision that can significantly impact your company's security posture and operational efficiency. By carefully evaluating each password manager against these criteria, companies can make an informed choice that best fits their unique needs, ensuring the protection of their digital assets and the productivity of their teams.

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