# Procedures, Subcontractors, Staff Bios and Account Access

Procedures, Subcontractors, Staff Bios and Account Access: plain answers to 6 common small business owner questions, with official sources checked October 2026 and links to deeper guides.

Source page: https://cheapcheapwebsites.com/small-business-guides/run/procedures-and-account-access/
Updated: October 6, 2026

Write short checklists for repeated tasks, and log every customer request in one place. Keep subcontractor licenses and insurance on file. Get written consent before using staff bios or photos. Give each person their own login, and remove access the day they leave. Rules vary by state and city, so confirm requirements with the official agency.

## How do I document procedures?

Write short checklists for repeated tasks with photos where helpful, store them where staff can find them and update them as you improve. Short checklists that people actually use beat long manuals no one reads.

## How do I track customer requests?

Log every request with date, customer, channel, request and status in one place. Review open requests daily so nothing is forgotten.

Go deeper: Lead tracking worksheet

## How do I manage subcontractor information?

Keep their business name, licenses, insurance certificates with expiry dates, rates and agreements, and review them before each job. Set reminders for insurance expiry dates and request updated certificates before they lapse.

## How do I collect staff bios with consent?

Ask permission in writing, let staff review the bio and photo, and remove it when they leave. Keep the consent on file with the date and what was approved.

## How do I assign account access?

Give each person their own login with only the access they need, never share the owner login, and record who has what. Review access every few months and remove accounts no longer needed.

Go deeper: Account access register

## How do I remove access when someone leaves?

Remove or downgrade their accounts the same day, change shared passwords and transfer ownership of anything in their name. Keep a checklist of all accounts so nothing is missed when someone leaves.

Go deeper: Account access register

## Worked example

A cleaning company writes short checklists for each service type with photos of finished rooms, stored in a shared folder on staff phones. Customer requests are logged in one spreadsheet with status. Subcontracted window cleaners' insurance certificates are tracked with expiry dates. Each employee has their own login for scheduling software with limited access, and the owner keeps the main admin account. When a team lead leaves, the owner removes access the same day, changes the shared alarm code list and transfers the lead's open tasks.

## Common questions

### How do I document procedures?

Write short checklists for repeated tasks with photos where helpful, store them where staff can find them and update them as you improve.

### How do I track customer requests?

Log every request with date, customer, channel, request and status in one place.

### How do I manage subcontractor information?

Keep their business name, licenses, insurance certificates with expiry dates, rates and agreements, and review them before each job.

## Sources

- FTC: Cybersecurity for small business: https://www.ftc.gov/business-guidance/small-businesses/cybersecurity
- FTC: Protecting personal information, a guide for business: https://www.ftc.gov/business-guidance/resources/protecting-personal-information-guide-business

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