Property software can help an owner and agent work from the same records, but shared access needs a clear purpose. Begin by defining the tasks the agent will perform. The account should support that role without exposing information or controls that are unnecessary for the instruction.
List the records needed for repairs, accounts or document management. Separate the ability to view information from the ability to change it, export it or authorise expenditure. A broad administrator role may be convenient, but convenience alone does not establish that it is appropriate.
Check how the service supports individual accounts and permissions. The National Cyber Security Centre’s small-organisation guidance covers protecting important accounts and data. Use suitable account protection and recovery arrangements, and avoid making one person’s private login the only way the business can access its own records.
Agree how changes are recorded. Establish who updates rent information, uploads certificates and closes maintenance tasks. A shared system is less useful when both parties assume the other has entered an important event. Keep the workflow understandable outside the software as well.
Clarify authority to act. Access to a record should not be confused with permission to commit the owner to every purchase or change. Record ordinary approval limits and the route for urgent matters in the appropriate agreement, with advice where necessary.
Review access during the instruction. A change of staff or service scope may require adjustment, and unnecessary users should not remain indefinitely. Handle personal information according to the applicable obligations and avoid using exports or messaging channels without considering their protection.
Finally, plan the end of the relationship before it becomes urgent. Confirm how records and outstanding tasks will be handed over, preserve required evidence and remove access appropriately. This guide does not configure a particular product or prescribe a retention period; it helps align permissions with responsibility so that collaboration remains accountable throughout the instruction.
Source and further reading: https://www.ncsc.gov.uk/collection/small-organisations-guide-to-cyber-security