How to properly manage user access for a safe and secure website
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March 19, 2024
Mar 19, 2024 byYour website is the digital doorstep that welcomes, guides, and connects the faithful beyond your walls.
As staff and volunteers, it’s mission-critical to maintain not just the content that feeds and nourishes your community online, but also the administrative best practices that protect the integrity of your website and online presence.
In this blog, we’ll get into the art of managing user access on your eCatholic website, shedding light on common oversights that can lead to unintended security risks and how to avoid them.
Let’s dive right in!- 1
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Sharing isn't always the best policy
Imagine for a moment the keys to your home or office: would you hand them out to just anyone, or would you ensure that only those with a specific role or responsibility held a copy? Much like the keys to your home or office, administrative access to your eCatholic website should be guarded and granted with great care and intentionality.
Each username tied to your eCatholic website is a door to potential unwanted changes in content and sitemap structure, and even unauthorized access to confidential information in your Payments Center (if applicable). When multiple hands hold one key, user accountability is compromised, which can create more trouble than you're probably ready to handle. Without a doubt, shared logins can complicate the future security of your website in the unfortunate event that the credentials are compromised.Sharing usernames and passwords among team members is an open invitation to a host of security issues.
Action Item #1
Make it a point to review your current website access policies and commit to assigning individual logins for each member of your team. Start today by auditing existing accounts and making necessary adjustments. The best part about having an eCatholic-powered website…there’s no limit or hidden cost for the number of user accounts you can create. See how easy it is to add or update your users now!
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Harness the power of user roles
On the eCatholic platform, we understand that not all staff members or volunteers need the same level of access. That’s why leveraging user roles – Admin, Publisher, or Author – is more than a feature; it’s a strategy. Assigning specific roles not only minimizes risks but also empowers each member of your team to serve in their capacity effectively.
From the Admin who oversees the site’s content and structure to the Author who occasionally updates pages, defining roles helps ensure that tasks are completed efficiently without overstepping boundaries. Not only will this help prevent future mishaps, but it will also foster a sense of ownership and accountability among your team.
Action Item #2
Take some time to get reacquainted with user roles, their function, and the limits to their level of access. This will give you a better understanding of how and to whom you should assign a specific role. Check out this article from our Help Center for a quick refresher.
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Make a habit out of pruning inactive accounts
As the book of Ecclesiastes reminds us, there’s a season for everything–a time to welcome new staff and a time to bid farewell. In the life cycle of ministry, when a staff member’s role comes to an end, so too should their access to your eCatholic website. Inactive accounts are like untended branches; they may seem harmless but can become gateways for security vulnerabilities in the future.
Action Item #3
Be sure to regularly review user access and remove user accounts that are no longer needed. This not only tightens security but also ensures that your website’s management remains in the hands of current, active (and trustworthy) staff or volunteers.
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Commit to routine admin maintenance
Just as our Catholic faith requires constant renewal and reflection, so do our habits of managing a website. Setting aside time at least once a year for routine admin maintenance on your eCatholic website can prevent a multitude of security issues.
This annual check-up is the perfect opportunity to audit user access, review and adjust user roles, and ensure that all staff and volunteer accounts are active and necessary. It’s also the perfect time to have everyone refresh their passwords (we know this part stinks, but it’s better to be safe than sorry!).
Action Item #4
Events that don’t make it on the calendar never happen. So, pick a date in the year to go through user roles and update passwords. Make this a recurring event and, as needed, whenever there’s a change in staff or volunteers move on to distant pastures. To further safeguard your online presence, be sure to use strong, unique passwords across all your online accounts.
For more information, check out this blog for more tips on security best practices beyond user roles and access.
Being a good steward of your organization's website is a testament to your commitment to evangelization while maintaining a keen eye on the parts that keep your digital engine running in tip-top shape. By implementing these action items sooner than later, you can significantly enhance the security, functionality, and overall management of your eCatholic website.Did you find these tips helpful? Share with us some additional best practices you’ve established and how they’ve helped you maintain a safe and secure online environment.
