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Guide · Internal
How to Set Up Roles and Permissions for Staff
Controlling access to keep your practice secure and organised.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
Setting up roles and permissions is about balancing security with efficiency. By tailoring access rights to each staff member’s responsibilities, you prevent accidental data breaches, reduce clutter, and maintain a clear, secure hierarchy in your system.
Why are roles and permissions important?
Access control is the first line of defence in maintaining data security and process integrity.
Not everyone needs access to everything. A trainee doesn't need to be able to delete client records. Thoughtful role-based access keeps your practice secure and your staff focused.
How to Set Up Roles and Permissions for Staff: step by step
- 1
Identify roles
Define the different roles in your practice (e.g., Trainee, Senior, Manager, Partner).
- 2
Document access needs
Map what data and functionality each role actually needs to do their job.
- 3
Set up permissions
Apply these permissions in your practice management system.
- 4
Review regularly
Audit permissions at least every six months as responsibilities change.
- 5
Train staff
Ensure everyone understands why these limits are in place.
- 6
Enforce least privilege
Give staff the minimum access required to perform their jobs effectively.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
How do you do it in Remindoo?
- Role-based access. Assign custom roles to each user in Remindoo.
- Permission settings. Tailor permissions for each role: can they delete tasks? Edit client data?
- User overview. Periodically check your user list to ensure access levels match current roles.
What are the common mistakes?
- Giving everyone admin access
- Never reviewing permissions after a staff member changes roles
- Setting permissions to be too restrictive
- Ignoring security training
“Automated reminders and task templates save countless hours each week.”
Frequently asked questions
How many roles should I have?
As many as you need to differentiate responsibilities, but keep it simple.
Can I customise roles?
Yes, you should tailor roles to match your firm’s specific structure.
Does this affect workflow?
It should improve workflow by reducing clutter for your team.
How to handle external partners?
Give them restricted, time-limited access only.
What if a manager needs temporary access?
Update their role temporarily and revert it afterwards.
What is the best security practice?
Always follow the principle of least privilege.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
Why knowing what each employee is working on matters
In a growing practice, the partner can no longer hold every job in their head. Clear ownership and visible workload are what stop deadlines slipping when someone is on leave, busy or new.
Clear ownership
Every client and task has a named person, so nothing sits unassigned and clients get consistent answers.
Balanced workload
Seeing tasks per person helps managers move work before one person is overloaded and another is waiting.
Cover for absence
When work, notes and history live in one system, a colleague can pick up a job without starting from scratch.
Controlled access
Roles and permissions keep sensitive client and AML data visible only to people who need it.
Practical tips from UK practice
- Group people into teams around services or client portfolios, and name a Team Lead for each.
- Review the employee task breakdown weekly, not only when a deadline is missed.
- Give new starters a limited role first, then widen access as they are trained.
- Use bulk reassignment when someone leaves or goes on holiday, rather than moving tasks one by one.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
