What data can office and field staff access?

Office and field access should follow the information each role needs, with actual permissions verified in the system. A focused field screen is helpful, but it is not itself evidence that all other customer data is inaccessible.

Explore the wider trust, access and operational records guides for the steps around this decision.

A customer-data review

Information	Business need to consider
Site address and instructions	Crew delivery and office planning
Contact details	Who must contact the customer and why
Accepted scope	Work instructions and billing
Financial history	Relevant authorised office/owner tasks
Photos and personal details	Limit to the purpose and role
Exports and administration	Control separately from ordinary work access

This is a governance checklist, not a published JobDiary permission guarantee. The practical crew-task matrix is covered separately in the crew guide.

Verify access rather than assuming it

Test separate authorised accounts with synthetic records. Check reading, changing, downloading and directly opening records, not just menu visibility. Ask how account removal and permission changes take effect.

In an illustrative team, the crew needs the work address and relevant access instruction, while the office handles invoice queries. Decide deliberately whether any financial detail is needed in the field and verify the actual restriction.

Keep the policy current

Review access as roles change and remove accounts when appropriate. Avoid shared credentials that hide responsibility. Apply the business’s data-protection process to customer information and records supplied to external parties.

JobDiary includes owner, office and crew views, with permission-aware crew sessions. This guide does not claim independent security certification or prove every access rule is enforced in a particular live tenant. The owner should match the policy to verified behaviour.

Connect this to the next step

Continue with Customer records and job photos: data protection for Irish trades. If the next issue is elsewhere in the workflow, use Can you leave a job app and take your data with you?.

See JobDiary product questions to check how the product supports this work. Use the current product description and a trial to verify the fit for your business.