The short answer

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

This article was generated by AI using the sources below. Editorial standards.

  1. Protecting Personal Information: A Guide for Business — FTCSupports the attributed passage: FTC guidance endorses least-privilege access. The practical workflow and labeled examples are the publication’s own applications, not source-reported cases. Source checked Sep 8, 2026.

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