Who Should Be Able To See Your Client List?

A part-time desk worker left. A month later you found out she'd been texting your clients from another venue.

Nobody had decided who could see what.

⚠️ Every extra person who can see the client list is another way for it to walk out the door.

The short version

• Decide access in four levels: manager, desk staff, part-timers, entertainers and drivers
• Show phone numbers and notes only to those who take bookings
• Bulk actions — exporting, mass deleting, importing — are manager-only
• On someone's last day, cut access that day
• Put the rules in writing at hiring

Four levels

Manager           …everything
Desk staff        …what a booking needs (name, phone, category, do-not-book, notes)
Part-timers       …what a booking needs, deliberately narrowed
Entertainers/drivers …only their own clients (name used, location, warnings)

⇒ Entertainers and drivers don't need the list itself.

Bulk actions

Exporting the client list
Deleting in bulk
Importing in bulk

⚠️ Looking up one client is not the same as walking out with thousands. Manager only.

The last day

That day: disable their login
Shared passwords: change them
Personal phones: ask them to delete client data, confirmed in writing

⇒ That day — not next week.

In writing

At hiring: client information belongs to the venue, isn't used elsewhere, is deleted on leaving

⇒ Rules given verbally become "nobody told me" on the way out.

Access logs

⚠️ Not every system records who viewed what. If yours doesn't, limit who can see instead.

The numbers to keep

One   people who can see client information
Two   people who can run bulk actions
Three days between leaving and access being cut

⚠️ Two should be one or two people.

A sheet for the office

────────────────────────────────────
  Client information

  Levels: manager / desk / part-time / entertainers & drivers
  Bulk export, delete, import: manager only
  Last day: cut login that day; change shared passwords
  Hiring: give the rules in writing
────────────────────────────────────

Common objections

"We trust our staff"

⇒ Trust covers while they work for you. This is for after.

"Restricting slows the desk down"

⚠️ The desk still sees what a booking needs. It's bulk actions you restrict.

"Our entertainers see the whole list"

⇒ They only need their own clients.

This week

One   list everyone who can see client information
Two   sort them into the four levels
Three restrict bulk actions
Four  write the last-day procedure
Five  write the rules you hand over at hiring

Doing it by hand, or on a screen

By hand …the paper client book in a locked drawer
On screen …separate logins with a level per person

⇒ In tasteck, each staff member logs into the venue screens with their own login and level (company master, venue master, staff, part-time and so on). Bulk import of clients isn't available at the part-time level. Entertainers and drivers use separate apps and can't see the venue's client list.

⚠️ Every venue-screen level can view, edit and delete clients. If you want part-timers to see less, levels won't do it — cover it with house rules.

Wrapping up

• Decide access in four levels
• Bulk actions: manager only
• Cut access the same day someone leaves
• Write the rules down at hiring

The venues that keep client information safe are the ones that decided who sees it.