How to Set Up Secure Access for Your Virtual Assistant
How you give your VA access to tools and accounts significantly impacts your security posture. Getting this right from the start prevents headaches later.
See also: what is a virtual assistant, how to hire a virtual assistant, virtual assistant pricing.
Step 1: Inventory What Access Is Needed
Before onboarding, list every tool, account, and system your VA needs to do their job. For each, determine the appropriate permission level (view only, standard user, admin). Start conservative — you can always expand later.
Step 2: Create Tool-Level User Accounts
Wherever possible, create a dedicated user account for your VA rather than sharing your personal credentials:
- Add the VA as a user in Google Workspace
- Create a sub-account in email tools
- Add as a team member in social media management tools
- Create a user account in your CRM
Dedicated accounts make access revocation clean and simple when the relationship ends.
Step 3: Use a Password Manager for Shared Credentials
For tools that don't support multiple user accounts, use a shared password vault (1Password Business, LastPass Teams, or Bitwarden Business). Share credentials from the vault rather than sending via email or chat.
Step 4: Enable 2FA on All Critical Accounts
For any account containing sensitive data, customer information, or financial access, ensure 2FA is enabled. Document which method your VA uses for each account.
Step 5: Document All Access Granted
Maintain an access inventory spreadsheet:
- Tool name
- Access level
- Date access granted
- Notes
This document is essential during offboarding.
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