Your business data, kept to itself.

Step by step: securing your business account

The protections described above apply to every account automatically. These steps are the part only you can do, and they take about fifteen minutes the first time.

1. Turn on two-step sign-in for yourself. Open Settings, then Security, and choose Set up two-step sign-in. Scan the code with an authenticator app on your phone and type the six-digit code it shows.
2. Keep your backup codes somewhere safe. You are given 10 one-time codes. Print them or store them in a password manager, not in an email to yourself. Each code works once if your phone is lost.
3. Require two-step sign-in for every admin. On the same page, under For your whole business, switch on Require two-step sign-in for admins. Admins who have not set it up can still sign in, but cannot do anything else until they have.
4. Give each person their own login. Shared logins make the activity log useless, because every change looks like the same person. Add staff under Users and roles.
5. Give each person the smallest role that does the job. A cashier needs the till, not the bank details. A warehouse role needs stock, not customer balances. See the table below.
6. Check what each role can open. Admins and owners can adjust, in the permissions settings, which parts of EasyTaskr a role or an individual can open.
7. Remove leavers on their last day. In Users and roles, deactivate or remove their user straight away, so their login stops working.
8. Look at the activity log once a week. Open Settings, then Activity. Filter by Team and sign-ins to see who signed in and any changes to users and roles.
9. Report anything odd. If you see a sign-in or a change you do not recognise, change your password (which signs you out everywhere) and email us, as described above.

Which role should each person have?

Roles decide what someone sees the moment they sign in. The main ones are:

Restaurants have their own roles because a kitchen screen and a waiter's tablet need very different screens. A business can also create custom roles when the standard ones do not fit.

How are sign-ins protected?

Sign-in is where most break-ins start, so it has several layers.

• Passwords must be at least 10 characters, and are stored only as bcrypt hashes. Nobody, including us, can read them back.
• Wrong attempts are limited. Five wrong passwords or two-step codes lock that account for 15 minutes. Separately, an internet address that keeps failing to sign in is blocked from signing in, for 24 hours by default, which stops one machine trying many accounts.
• Requests are rate-limited. Each address can only make so many sign-in requests a minute, and the service as a whole limits how fast any one address can call it. A client that goes over is told to wait.
• Two-step codes follow the standard used by common authenticator apps. Backup codes are stored only as hashes and work once each.

How long does a session last?

Your sign-in is held in a secure cookie that the browser keeps away from page scripts, sent only over HTTPS, and tied to the address you signed in on. A session lasts up to 24 hours before it is quietly renewed in the background. If you do not use EasyTaskr for 7 days, you must sign in again.

Each renewal replaces the old one. If an old renewal is ever used again, which is a sign that someone has copied it, every session for that user is ended at once.

All of your sessions end, on every device, when you:

• sign out,
• change or reset your password,
• have your two-step sign-in reset by an admin, or
• become subject to a new rule requiring two-step sign-in for admins.

What does the activity log record?

The activity log answers "who changed this?" without guesswork. Important actions are written to it as they happen: sign-ins and failed sign-ins, role changes, exports, and changes to records such as products, prices, customers, orders and payments. Each entry records who did it, what changed (before and after), when, and from which internet address and device.

In Settings, then Activity, admins, owners and managers can filter by area (Sales and orders, Products and stock, Customers, Payments and expenses, Team and sign-ins, Account and settings), by person and by time range.

How are backups and files handled?

The database is copied in full every night to separate storage. The backup routine keeps the last 30 daily copies, then one copy a week for 12 weeks, one a month for 12 months and one a year for 5 years, so an older state of the data can be recovered if a problem is only noticed later.

Files you upload, such as job cards, warranty claims and condition photos, are private by default. They open only through a signed link that expires, after one hour by default, so a link copied into the wrong chat stops working. Pictures meant for the public, such as product photos on your online shop or blog images, are stored as public files on purpose.

What else runs in the background?

• HTTPS everywhere. Plain web requests are redirected to HTTPS, and browsers are told to use HTTPS only for the next year.
• Browser protections. Pages are sent with headers that stop them being framed by other sites and stop browsers guessing file types. Signing pages run under a strict content security policy.
• Error monitoring without personal data. When something breaks, the error is reported to our monitoring service with personal data switched off, so we can fix it without collecting your customers' details.
• Staff PINs for clocking in are stored as hashes, and five wrong tries lock the PIN for 15 minutes. Credit sales over a customer's limit need a manager to confirm with their own password.

For how AI, cash-up and tills fit into running the business safely, see our guides on AI for small business and the end-of-day cash-up.