This virtual assistant security checklist shows how to give access safely. Use staff accounts with the least access, share logins through a password manager, turn on two-step login, keep a log of what you shared, and remove access on the last day. It is general advice, not legal or security advice.
Most problems with outside help start with access, not with the person. This virtual assistant security checklist shows how to give access safely, tool by tool. It is general guidance, not legal or security advice. If you handle regulated data, follow your own industry rules.
Virtual assistant security checklist: the basics
- List the tasks first. Write down what the assistant will do. Access follows the task, not the other way round.
- Use staff accounts. Create a separate login for the assistant in each tool. Do not share your own login.
- Give least access. Pick the lowest role that lets the task get done.
- Use a password manager. Share any login that has no staff option through a password manager, not by chat or email.
- Turn on two-step login. Do this on your main email, your bank and your admin accounts.
- Keep an access log. Note what you shared, the date, and the role.
- Plan the last day. Know how you will remove access before you grant it.
What to share, and what to keep
| Tool | Safer way to share | Keep to yourself |
|---|---|---|
| Email and calendar | Delegate access to the mailbox you name | Your main admin login |
| Accounting tool | Invite as a user with a limited role | Bank logins and payment approval |
| Online store | Staff account with no payout or refund rights | Owner account and payouts |
| CRM and spreadsheets | Invite by email with edit access to named files | Full export rights, if you can limit them |
| Social media | Scheduling tool with a team seat | Account passwords |
| Website | An editor account | Hosting and domain control |
A good rule: your assistant can prepare, draft and update. You approve payments, refunds and anything that cannot be undone.
Questions to ask any provider
- Who reviews the work before it reaches me?
- Do you work through accounts I create, or do you ask for my passwords?
- How is my data kept apart from other clients?
- What happens to my files and access when we stop?
- Can I see what was done on my accounts?
At MyRemoteVA, a team lead reviews every task. Our assistants work online and do not make phone calls. Ask us for details before you share anything sensitive.
Offboarding on the last day
- Open your access log.
- Remove each staff account and end open sessions.
- Change any shared password in your password manager.
- Check forwarding rules and connected apps in your email.
- Save the work files in a folder you own.
How to start with a small, safe task
Begin with a task that needs little access, such as research or a calendar. Try the 3-hour free trial. The trial runs for 2 days, then the plan you choose starts. Plans are in US dollars: full-time is 160 hours for $899, which is $5.62 an hour, and pay as you go is $12 an hour. See the pricing page.
Write each task as a brief. The task brief templates help. You can also book a strategy call.
Helpful next steps
- Virtual assistant onboarding checklist
- Virtual assistant evaluation checklist
- Virtual assistant contract template
- Virtual assistant for law firms
Frequently asked questions
Should I share my own password with a virtual assistant?
No. Create a staff account with limited access, or share a login through a password manager. Never send a password by chat or email.
What is least access?
Least access means giving only the permissions a task needs. A VA who answers support email does not need your bank login.
How do I remove access when the work ends?
Use your access log. Remove the staff accounts, rotate any shared password, and end sessions on each tool the same day.
Is this legal or security advice?
No. It is general guidance. If you handle regulated data, follow your own industry rules and ask a qualified adviser.
What is doing this yourself costing you?
Doing it yourself: $2,165 a month of your time.
The same hours at our $12/hr pay-as-you-go rate: $520. Dedicated plans start at $5.62/hr.
Simple maths from the numbers you enter. It assumes a VA can take on those hours.
Try 3 hours freeWritten by the MyRemoteVA team. Search-trend figures come from Google Trends. Prices shown are our current plans. Last updated October 19, 2026. Questions or corrections? Contact us.