How do I set up user permissions in new business software?

Updated October 2026 · How we answer

Start with roles, not individuals

Assign access by role so new hires are quick to set up. Common roles include admin, staff, and read-only viewer. Keep the number of roles small so the system stays easy to manage and easy to explain.

Only a few people should be able to change billing, delete records, or export all data. Limit those actions to owners or admins. Write the rules down so the team knows who to ask when something is unclear.

• Use three to five roles
• Limit billing access to owners
• Restrict data export to admins
• Document who can approve changes

Review access regularly

People change roles and sometimes leave, so access should be reviewed. Check the user list monthly or whenever someone departs. Remove old accounts quickly to reduce the risk of unauthorized access.

Turn on two-factor sign-in if the software supports it. This adds a layer of protection to accounts that can see sensitive data. Keep a record of who has admin rights so you can answer questions quickly. Revisit the roles when you add a new team or a new product line. Document each role on a single shared page for easy reference.

• Review user lists monthly
• Remove departed users quickly
• Turn on two-factor sign-in

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