Team permissions that match the work people do

The desk team needs quick access to the information required for a visit. That does not mean every employee needs to publish forms, change workspace settings or export participant records. Start with the work each person does, then assign the appropriate role and review it when that work changes.

Use individual accounts

Invite colleagues using their own work details rather than passing around one shared login. Individual accounts make it easier to change access when someone leaves or changes responsibilities. They also reduce uncertainty about whose session is active on a device. Make sign-in, sign-out and account recovery part of onboarding, especially for temporary staff who may only work a few events each month.

Match roles to responsibilities

Review the roles available in your workspace and test what each role can see and do. A staff member handling arrivals may need a different level of access from someone responsible for templates, team administration or billing. Role labels are not a substitute for checking the actual controls. If a colleague needs a task outside their role, decide whether the task should be performed by a supervisor rather than immediately broadening that person's access.

Separate shared devices from staff sessions

A tablet used for guest signing should follow the dedicated kiosk process. A desk computer used by several staff members needs an explicit session handoff policy. Do not leave records open where guests can read them while waiting. When a device is lost, reassigned or no longer used, review its sessions and take the appropriate account action. Security depends on these ordinary habits as much as on the settings chosen during initial setup.

Review access when the team changes

Include access review in departure, role-change and seasonal staffing routines. Keep a workspace owner responsible for maintaining the member list and for deciding who can publish changes. Check whether former staff still have active sessions or access through another team account. Where two-factor authentication is available, use your organization's policy to guide enrollment and recovery arrangements.

Document a simple escalation route for a staff member who cannot perform an expected task. They should report the screen and the action they need without sharing passwords or private participant answers. A precise request helps the owner distinguish a permission issue from a training gap or a form problem.