You wouldn’t let a random person borrow your tools without knowing they’d bring them back. So why let just anyone access your emails, job files, and client details?
🔴 A subbie who worked for you last year—can they still access your job management system?
🔴 A staff member you had to let go—do they still have your email passwords?
🔴 Do you even know who has access to your invoices, banking, or client records?
Many tradies don’t think about who has access to their data—until it’s too late. A former employee, a dodgy subbie, or even a hacker could be sitting on your business systems right now.
The Risks of Poor Access Control
🚨 Ex-staff or subbies could still access your client data & job records.
🚨 If a contractor’s email gets hacked, your business could be at risk too.
🚨 Someone with old logins could lock you out of your own systems—or worse, steal from you.
This is how small businesses get scammed, invoices get redirected, and private client data gets leaked.
5 Steps to Keep Your Business Data Secure
✅ 1️⃣ Remove Access When a Subbie or Employee Leaves
🔹 The moment someone stops working for you, cut off their access to your email, invoicing system, and job files.
🔹 Change passwords and revoke logins for any apps they had access to.
✅ 2️⃣ Give People Only the Access They Need
🔹 Not everyone needs full access to your Xero, job management system, or client database.
🔹 Set up limited permissions—so they only see what they need to.
✅ 3️⃣ Use Separate Logins for Staff & Subbies
🔹 Never share one account across multiple people—give everyone their own login.
🔹 If they leave, you can cut them off without affecting your access.
✅ 4️⃣ Check Who Has Access Right Now
🔹 Go through your systems—Xero, job management software, cloud storage, emails.
🔹 Are there names in there who shouldn’t be? Remove them now.
✅ 5️⃣ Protect Your Accounts with Multi-Factor Authentication (MFA)
🔹 Even if a hacker steals a password, MFA stops them from getting in.
🔹 Make sure it’s set up for all key business accounts (email, invoicing, cloud storage).
A Subbie or Ex-Staff Member Shouldn’t Be Able to Access Your Business Data
If someone no longer works for you, they shouldn’t be able to log in.
The team at Knowards helps you stay on top of invoicing and accounts—but only you can control who has access to your business systems.
At Red IT Solutions, we help tradies lock down their IT, set up secure access controls, and make sure the wrong people don’t have entry into your business.
Want to Secure Your Business Data?
If you’re not sure who still has access to your business accounts, you need to fix it before it becomes a problem.
🔹 Need help setting up secure logins, access controls, and MFA?
🔹 Red IT Solutions helps tradies lock down their business and protect their data.
💡 Get in touch today and secure your business before it’s too late.
Next Month: One IT Mistake That Could Cost You a $10K Job
Next month, we’ll cover how a simple IT mistake—like losing an email, missing a contract, or having slow systems—could cost you a major job.
Until then, take five minutes to check who still has access to your accounts—you might be surprised.
