Key takeaways
- Mirror your real org chart with departments.
- Give administrators access only to the departments they manage.
- Review the administrator list every quarter.
- Use notifications to catch issues early.
- Document who owns what so handovers are painless.
A clean structure makes monitoring easier to run and safer to share. Good permissions mean managers see their own team and nothing else.
Build departments that match reality
Create one department per real team, such as Support, Sales or Engineering. Avoid catch-all groups; they make reports noisy and permissions hard to reason about.
Assign administrators carefully
Each administrator should manage only the departments they are responsible for. A team lead needs their team's data, not the whole company's.
Use the principle of least access
- Start with the smallest scope that lets someone do their job.
- Widen access only when there is a clear reason.
- Remove access immediately when someone changes role or leaves.
Set up notifications
Alerts for missed punch-outs, long idle periods or offline devices help you act the same day instead of finding problems at month end.
Review quarterly
Once a quarter, review administrators and departments. Merge teams that no longer exist and confirm every administrator still needs the access they have.