The short answer
Use individual accounts and company-scoped permissions. Invite a colleague’s exact email, let them accept while signed in and reserve administrative changes for authorized staff. The company owner should review access whenever responsibilities change.
Step 1 / 5
Assign a business owner
Choose who is accountable for company settings, agent instructions and customer records. An owner is not just the person who knows a shared password. Document a backup operational contact outside the permission system if needed, without assuming that a member can take ownership automatically. Keep the public sample workspace separate from the company’s saved records.
Step 2 / 5
Invite the exact account
Enter the colleague’s work email and ask them to sign in with that address. Company invitations expire after seven days and are accepted from the signed-in workspace. Invitation creation does not mean an email was delivered: automated invitation email delivery is not connected. Share the sign-in page through your usual channel and never share your own credentials.
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AI receptionist for accounting firmsStep 3 / 5
Start with member permissions
A member can review company information while owners and admins manage business records. The owner can change a non-owner member to admin when their duties require it. Do not grant admin as a workaround for a missing screen. Review whether the person needs to modify agents, customer notes and appointments before expanding their access.
Step 4 / 5
Remove and revoke deliberately
Revoke a pending or expired invitation before replacing it. Remove a colleague’s membership when access is no longer appropriate, preserving company records. Owner permissions cannot be removed through ordinary member management. Test removal with a separate account and confirm the person cannot continue reading company data after access changes.
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Review access alongside operations
Make access review part of onboarding, role changes and departures. Review company changes and keep private account preferences separate from shared business information. Your company account supports invitations, role management and internal customer work; it does not automatically connect external provider permissions or replace your broader security and legal review.
Your action checklist
- Named company owner
- Exact invited email
- Individual accounts only
- Admin access justified
- Invitations and departures reviewed
Sources and scope
Editorial guidance, not legal or medical advice. Examples are illustrative; outcomes and integrations require verification.