Using shared accounts securely

At HappiBean, certain systems — like warehouse tablets, field kiosks, or meeting room screens — may use shared accounts. These are special login setups managed by IT, meant for team access rather than personal use.

Shared accounts can be helpful, but they also come with extra responsibility. This guide shows you how to use them properly and securely.

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🔐 What is a shared account?

A shared account is:

• Created and maintained by IT

• Used by multiple employees in a specific location or for a specific tool

• Limited in access — usually tied to one app or system

• Not connected to personal email or files

Examples:

• A warehouse tablet used to scan inventory

• A refill station tablet used to track machine servicing

• A showroom screen used for self-service browsing

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✅ Rules for using shared accounts

To keep our systems secure and prevent errors, follow these guidelines:

1. Never use a shared account for personal work

• Do not check email, Slack, or private files

• Shared devices are monitored and may be wiped regularly

2. Do not change the password

• IT manages shared account credentials centrally

• Changing the password locks everyone else out

3. Always log out when done

• This prevents the next user from accidentally taking actions as you

• On tablets and public devices, use “log out” or “switch user” before handing over

4. Do not install or remove apps

• If you need something added, contact IT

• Shared devices are often locked down intentionally

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🧠 What shared accounts are not for

• They’re not a shortcut if you forget your own login

• They’re not a backup for personal accounts

• They should never be used on your personal device

If you’re ever unsure whether to use a shared account or your personal one, ask your manager or IT.

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🔄 Requesting a shared account

If your team needs access to a shared tablet, workstation, or app:

1. Ask your team lead to email [e-mail]

2. Include:

   • Who needs access

   • What device/system it’s for

   • Whether it’s location-specific or general use

IT will create and assign the right credentials with appropriate restrictions.

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🔐 Summary

Do this	Avoid this
Log out after use	Staying signed in on shared devices
Ask IT before changing settings	Modifying apps or passwords
Use shared accounts only on approved devices	Using them on personal devices