Start with the work
Create groups based on who must access an account, such as finance, customer support or production operations. Do not create one huge shared vault if only a few people need each entry. Use descriptive service and account labels so staff can choose the right code.
Reuse without duplication
An owned authenticator can be linked to more than one code group. This allows the same code to serve two teams without maintaining two independent entries. Only the code owner can add it to another editable group or change its shared setup key.
Review regularly
An organization administrator can review members, user groups and audit history. Group admins control their own group grants. Periodically check which groups have broad access, and remove stale accounts that are no longer used.