How to share access to your CRM or tools?
A safe and simple guide to giving your VA access to the tools they need.
One of the first things we do after signing the service agreement is set up access to the tools and platforms I will be working in. Here is how to do it safely and efficiently.
The golden rule:
Never share passwords directly in chat or email. Always use a secure method to transfer credentials.
Recommended ways to share access:
- Invite by email — most platforms (HubSpot, Google Workspace, Trello, Asana, etc.) allow you to add a user by email address directly. This is the safest and preferred method.
- Password manager — use a tool like LastPass, 1Password, or Bitwarden to share credentials securely without exposing the actual password.
- Temporary access — some platforms allow you to grant time-limited or permission-restricted access. Use this where available.
What access is typically needed:
- HubSpot — user seat with appropriate role (Sales, Service, or Admin depending on scope)
- Google Workspace — access to shared inbox, Drive folders, and Calendar as needed
- Social media — page admin or editor role, not personal account access
- Project management tools — team member invite
- Email inbox — shared mailbox access or delegate access, not personal login
What Jenard will never do:
- Share your credentials with anyone else
- Use your accounts for anything outside the agreed scope of work
- Store passwords outside of the agreed secure method
Access offboarding:
When the engagement ends, Jenard will remind you to revoke all access. A simple offboarding checklist will be provided to make sure nothing is missed.
Questions about access setup? Reach out at: https://calendly.com/jerinecua/discovery-call
The golden rule:
Never share passwords directly in chat or email. Always use a secure method to transfer credentials.
Recommended ways to share access:
- Invite by email — most platforms (HubSpot, Google Workspace, Trello, Asana, etc.) allow you to add a user by email address directly. This is the safest and preferred method.
- Password manager — use a tool like LastPass, 1Password, or Bitwarden to share credentials securely without exposing the actual password.
- Temporary access — some platforms allow you to grant time-limited or permission-restricted access. Use this where available.
What access is typically needed:
- HubSpot — user seat with appropriate role (Sales, Service, or Admin depending on scope)
- Google Workspace — access to shared inbox, Drive folders, and Calendar as needed
- Social media — page admin or editor role, not personal account access
- Project management tools — team member invite
- Email inbox — shared mailbox access or delegate access, not personal login
What Jenard will never do:
- Share your credentials with anyone else
- Use your accounts for anything outside the agreed scope of work
- Store passwords outside of the agreed secure method
Access offboarding:
When the engagement ends, Jenard will remind you to revoke all access. A simple offboarding checklist will be provided to make sure nothing is missed.
Questions about access setup? Reach out at: https://calendly.com/jerinecua/discovery-call