Staff Logins: Giving Access Without Sharing Everything

Give staff access to your tailoring software with a separate login for each person, limited to what their job needs, and remove it the day they leave. Never hand out your own password, because then you cannot tell who did what.

If you run a team, start with the basics in managing staff in a tailoring shop. This article is about the software side, and how it connects to what ZeDaq tailor tools cover for client records, orders and invoices.

Why should staff not share your login?

Sharing one login causes problems that are easy to avoid.

• You cannot tell who edited a measurement or an invoice.
• You cannot remove one person without changing the password for everyone.
• A former employee may still have access.
• Mistakes are harder to trace and fix.

Separate accounts solve all four.

What does each role need to see?

Think about jobs first, then permissions. A simple split looks like this.

Role	Usually needs	Usually does not need
Owner	Everything	Nothing is off limits
Cutter or sewer	Order details, measurements, delivery dates	Prices, payments, full client list
Front desk	Client contact details, orders, appointments	Financial reports
Bookkeeper	Invoices and payments	Measurements

This idea is called least privilege: each person gets only what they need. It lowers the damage from mistakes and from a lost phone.

What features should you look for?

Not every tool offers staff accounts. Before you choose software, ask the provider these questions:

• Can I add more than one user?
• Can I limit what each user sees?
• Is there a record of who changed what?
• Can I remove a user immediately?
• Is staff access included in my plan, or an extra cost?

Do not assume the answer is yes. Ask for a written answer or check the provider's help pages.

What does ZeDaq.ai say about this?

The ZeDaq.ai pricing page lists the plan limits, but it does not describe team accounts or staff permissions. So this article does not claim that those features exist. If you need them, ask ZeDaq.ai directly before you commit.

What the pricing page does show is that the Free plan includes 3 measurements and 5 invoices a month. Every paid plan has a 3-day free trial with no card required. See the pricing page for current plans, and read what you can do on a free tailoring plan.

How do you share access safely in the meantime?

If your software has no staff accounts, you can still limit exposure.

1. Keep the owner login to yourself.
2. Give staff the information they need on paper or in a printed order sheet.
3. Share measurements by sending the single client's details, not the whole list.
4. Use a phone lock on any device that holds client data.
5. Change the password if someone leaves.

Collecting measurements from clients through a link also reduces how much staff have to handle. See measurement capture tips for clients at home.

How do you decide who gets access?

Write a short list before you invite anyone.

1. List the tasks your team does each week.
2. Next to each task, write the information needed to do it.
3. Give access to that information and no more.
4. Review the list when someone changes roles.

A new apprentice does not need the same access as a senior cutter. Start small and widen access as trust grows. It is much easier to add access than to take back information someone has already seen.

What about clients who share measurements with you?

When a client sends measurements through a link, they are trusting you with personal details. Tell clients who will see their information, and keep that group small. Staff who handle fittings need measurements. Staff who only pack parcels may need only a name and address.

What should you do when staff leave?

Use a short checklist on their last day:

• Remove their login.
• Collect any shop phones or tablets.
• Change shared passwords, such as the one for a shared email.
• Log out of devices you control.
• Check recent orders for anything odd.

Do this even when the person leaves on good terms. It is routine, not a sign of distrust.

How do you protect client data?

Client measurements and phone numbers are personal data. Tell staff not to share them, not to save them to personal phones and not to post them in public chats. Put it in writing in the staff agreement.

What should a staff agreement say about data?

Keep it short and in plain words. A single page is enough for a small shop.

• Client details are for work use only.
• Do not copy measurements or contact details to a personal phone.
• Do not post client photos or orders in public groups.
• Report a lost phone or a suspected breach to the owner the same day.

Ask each team member to read and sign it, and keep a copy. It sets expectations and gives you something to point to if a problem comes up later.

FAQs

Is it safe to share one login with my assistant?

It is better not to. A separate login lets you see who did what and remove access without affecting anyone else.

Does ZeDaq.ai have staff accounts?

The pricing page does not list team accounts or permissions, so ask ZeDaq.ai directly. Check before you rely on it.

What should an apprentice be able to see?

Usually only their assigned orders, measurements and due dates. Prices and payments are often kept for the owner.

How often should I review who has access?

Check every few months, and any time someone joins or leaves.