If you’re using Trustworthy to organize sensitive data for your business or family, you know not everyone needs access to everything. Letting the wrong person see bank info or personal IDs is a headache you don’t want. This guide shows you how to get user permissions and roles right in Trustworthy, so you stop worrying about leaks and get back to work.
This is for admins, security-minded folks, and frankly, anyone who’s been burned by “whoops, didn’t mean to share that” before.
Why Permissions and Roles Matter (and Where People Screw Up)
First, a reality check: Most data breaches aren’t the work of evil geniuses. They’re just regular people with too much access, clicking the wrong thing. Maybe an intern can see tax documents, or your accountant finds family photos they shouldn’t. Oops.
Trustworthy protects you by offering roles (what a person can do) and permissions (what they can see). But you still need to set things up properly. If you just give everyone admin access, you’re no safer than emailing a spreadsheet around.
Step 1: Understand Trustworthy’s Permission Model
Before you click around, know what you’re working with:
- Roles: These are preset buckets like Admin, Collaborator, and Viewer. Each role has default abilities (add, edit, view, delete).
- Granular Permissions: On top of roles, you can fine-tune access to specific categories—think “Bank Accounts,” “Passwords,” “Documents,” etc.
- User Groups: Some plans let you group users (say, “Family,” “Accountants,” “HR Team”) to apply settings faster.
Pro tip: Trustworthy’s default roles are a decent starting point, but don’t assume the defaults fit your needs. Always double-check what each can actually do.
Step 2: Map Out Who Needs What
Grab a notepad. Seriously. List out:
- Every person who’ll use Trustworthy
- What they have to access (not what’s “nice to have”)
- Anything they definitely shouldn’t see
Common buckets:
- Admins: Usually the owner, maybe a spouse or business partner. Can do everything.
- Financial Pros: Accountants, bookkeepers, tax folks. Should see financial docs, not your kid's passport.
- Family Members: Maybe they get medical info, but not legal docs.
- IT/Support: Sometimes need access to passwords or device info, but nothing else.
If you’re not sure, start with less access. You can always add more.
Step 3: Add Users and Assign Roles
Here’s how to do it, step by step:
- Go to “Users” or “Team” in Trustworthy.
- The wording varies, but it’s usually in the main menu.
- Click “Add User” or “Invite.”
- Enter their email. Avoid generic emails like “info@”—these are a pain to audit later.
- Assign a Role.
- Pick the role that fits. Don’t default everyone to Admin. That’s lazy and risky.
- (If available) Add to a Group.
- For businesses or big families, groups keep things tidy.
What works: Limiting everyone to the lowest level of access they need.
What doesn’t: One-size-fits-all roles. You’ll regret it when someone stumbles into private info.
Step 4: Set Category-Level Permissions
Trustworthy lets you drill down:
- Go to the user’s settings.
- Look for a “Permissions,” “Categories,” or “Access” tab.
- For each category (like “Banking,” “Legal,” “Passwords”), set to “View,” “Edit,” or “No Access.”
Ignore: The temptation to just give blanket access “for convenience.” It’s rarely worth it.
Pro tip: If you only want your CPA to see tax docs, lock everything else down. Don’t assume they won’t poke around—they might not even mean to.
Step 5: Review and Test Access
Don’t trust your memory. Test it:
- Log in as the user (if Trustworthy allows impersonation) or ask them to confirm what they see.
- Try to access restricted areas—you want them to get a “no access” message.
- Check with the user: Do they have what they need, or are you over-sharing?
Honest take: Most people never check this. That’s why permissions drift and get sloppy. Schedule a 10-minute review every few months.
Step 6: Audit and Adjust Regularly
Data needs change. People leave. Roles shift. Don’t “set and forget” permissions.
- Quarterly check-ins: Remove old users, downgrade roles if someone’s job changed.
- After big events: New hires, departures, or reorganizations mean permissions need a look.
- Watch for “role creep”: Someone starts as a viewer and, over time, gets bumped up. Keep this in check.
Pro tip: Trustworthy logs access and changes. Review these logs if you’re ever worried about a breach or mistake.
What to Watch Out For
- Too Many Admins: Only owners need this. More admins = more ways things go wrong.
- Generic Logins: “Family@” or “HR@” emails are impossible to audit. Individual emails only.
- Ignoring Offboarding: When someone leaves, remove their access immediately. Even nice people make mistakes.
- Overcomplicated Structures: If you need a flowchart to understand your roles, you’re doing too much.
Common Mistakes (and How to Fix Them)
- Mistake: Giving your accountant access to everything “just for tax season.”
- Fix: Give temporary, category-limited access. Remove when done.
- Mistake: Forgetting to remove access when someone leaves.
- Fix: Make offboarding part of your checklist. Set reminders.
- Mistake: Never reviewing permissions.
- Fix: Put a recurring calendar event to check access.
Pro Tips for Staying Secure (Without Driving Everyone Crazy)
- Default to less access. It’s easier to add than remove.
- Use groups if you have lots of users. Saves time and reduces errors.
- Communicate. Tell users what they can access and why. It reduces confusion and weird surprises.
- Document your setup. A simple note (even in Trustworthy itself) about who has what access can save you headaches later.
Keep It Simple, Review Often
You don’t need a PhD in cybersecurity to lock down your Trustworthy account. Start with the basics: minimal access, regular reviews, and clear roles. Don’t overthink it. Permissions aren’t glamorous, but they’re what keep your private info private. Set aside a little time every quarter to review, and you’ll sleep better—promise.