List what each person needs to view, change, export and approve. Grant only the access required for those tasks.

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Test one restricted account

A maintenance coordinator may need repair history without payment details. A bookkeeper may need expense documents without permission to change access codes. Check the actual role settings rather than assuming a role named “staff” has the right boundary.

FTC guidance endorses least-privilege access. [1]

Create a small matrix and test it with an authorized limited account. Record exceptions and a review date. If the product cannot separate sensitive functions, decide whether that limitation is acceptable before inviting more users.

Sources

Editorial standards.

  1. Protecting Personal Information: A Guide for Business — FTCSource checked Sep 8, 2026.

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