Managing Team Accounts in Software
Updated
Learn best practices for managing team accounts in software, including adding members, assigning roles, and ensuring security.
Each individual who accesses the admin panel should possess their own account. Shared logins compromise the audit trail and are the primary reason for unexplained accidental changes.
Adding a Team Member
- Open Roles & Organisation > Employee Management (or Users for customer accounts).
- Select Add, enter the individual's name and work email, and choose their department.
- Pick a role. The role determines which menus they can access and the actions they are permitted to perform.
- Save the changes. Request the new user to sign in, update their password, and enable two-factor authentication.
When someone changes job
Update their role instead of creating a second account. This ensures their history remains linked to a single name.
When someone leaves
Deactivate the account on their final day and update any shared passwords they had access to. Deactivating the account preserves their past activity in the logs. It is advisable to avoid deleting staff accounts, as the records they created still require an owner.
Best Practices for Managing Team Accounts
When managing team accounts in the admin panel, following best practices is crucial for ensuring security and efficiency. Consider these key points:
- Regular Reviews: Periodically assess user roles and access levels to ensure they match current responsibilities. This helps prevent unauthorised access to sensitive information.
- Role-Based Access Control: Implement a role-based access control system to assign permissions based on job functions. This reduces risks by limiting access to only those features necessary for each role.
- Training and Onboarding: Provide training for new users on navigating the system and understanding their roles. This can minimise errors and enhance overall productivity.
- Documentation: Maintain clear documentation of roles and responsibilities. This serves as a reference for current and future team members and facilitates smoother transitions when roles change.
- Account Deactivation: Ensure timely deactivation of accounts for users who leave the organisation. This protects sensitive data and maintains the integrity of the audit trail.
By adhering to these practices, organisations can establish a structured approach to managing team accounts, thereby enhancing security and accountability within their systems.