Most data problems start with an account that’s easier to get into than it should be. A few settings make a big difference.
Turn on two-factor authentication (2FA)
2FA is a company-wide setting, and it’s off by default. Once an Owner switches it on, it applies to every Admin on your account.
Turning it on logs out every Admin who’s signed in, so let your team know first.
Admins then sign in with a 4-digit code sent by email, valid for 15 minutes.
Because the code arrives by email, keep your email account secure too.
Crew can also switch on 2FA from their own profile in the Crew App, so encourage them to do it.
Use strong passwords, and never share logins
Every Admin should have their own login with a strong, unique password. Shared logins make it impossible to know who did what.
Give people only the access they need
Not everyone needs to see everything. Owners can set Admin roles and customise access for Manager and Staff Admins. For each profile field, you can also choose whether Admins, Crew or both can view and edit it, and which Admin types can see it. For example, you can:
hide Crew contact details
turn off export buttons
control who can bulk download Crew documents
decide who can manage retention settings and who can delete Crew, since each has its own permission
Exports deserve extra thought. Once data leaves Liveforce in a spreadsheet, it’s much harder to keep track of.
Remove people who leave
When someone leaves your team, delete their Admin access the same day, under Platform Settings > App Settings. If they ever return, they’ll need a new invite.
What good looks like: Turn on 2FA, give minimum access, and remove leavers the same day.