Hiring your first staff member or contractor and then working out what they should actually have access to is a surprisingly common sticking point. A lot of practice software makes it an all-or- nothing decision — full admin rights, or locked out of the system entirely — and neither is right for most growing teams.
What staff actually need, most of the time
Someone logging time against tasks they're assigned to doesn't need access to billing or practice settings. Someone doing real client work — managing clients, sending documents, syncing integrations — needs most of what you have, minus the parts that affect the whole practice's setup or money. Treating these as two different tiers, rather than one blanket "staff" role, matches how most practices actually want to delegate.
Why an audit trail matters here
Once more than one person can take action inside client records, knowing who did what and when stops being optional. It's not about distrust — it's that a client asking "why does my file look different" deserves a real answer, not a guess.
How Team Access handles this
Every staff member gets a free login to log time against their assigned tasks. Upgrade someone to Full Access for everything you can do — client management, document signing, Xero/QuickBooks sync — minus practice Settings and billing, which stay locked to you. Every full-access action is recorded in your Activity Log, so you always know what your team did and when.