Share CRM Access Safely (Salesforce, HubSpot, Pipedrive)

Why CRMs are extra sensitive

They store PII, deals, invoices, and email integrations. A single over-privileged account can export your entire pipeline.

Principles for safe access

• Invite by email with the least privilege role (view-only first; escalate only if needed).
• Require MFA on all user accounts.
• Verify invites before clicking and beware of spoofed login pages. Quick checks: Verify Links Like a Pro.

Exports and attachments

• Don’t email CSVs full of PII. Use one-time, expiring links + separate access code. How-to: The Safe Way to Share Passwords in 2025 (No Email).
• Document hygiene: strip metadata and watermark sensitive exports. File playbook: Share Sensitive Photos and Documents Safely.

Audits & offboarding

• Review access quarterly; downgrade or remove dormant users.
• Rotate any shared credentials and scan comms for exposed data: Audit Your Old Messages (90-Minute Sweep).
• If something looks off, run a quick response: The Simple Incident Playbook for Leaked Passwords.

Useful external references

• Salesforce: User permissions 🔗
• HubSpot: Add and remove users 🔗
• Pipedrive: User permissions 🔗

Related reading

Secure Client Onboarding (Checklist) · Send Banking Details Safely · Secret-Sharing Policy

Bottom line

Invite with roles, enforce MFA, deliver exports ephemerally, and offboard on schedule. CRMs deserve your tightest access controls.

Secure One-Time Messages - Send confidential messages that self-destruct after being read once. Your privacy is our priority. →.