Exporting team member data

A list of who has access to what. The starting point for any access review, and useful to an auditor.

A list of who has access to what. The starting point for any access review, and useful to an auditor.

Export it

1. Open the team members in Admin Center.
2. Export the list.
3. Open it and sort by last sign-in.
4. Compare against your actual team.

Sort by last sign-in first

The oldest dates are your findings: people who left, project accounts, colleagues who moved on. Most accounts have several, and this is how you find them in a minute rather than by reading a list.

Then check the roles

How many admins, and does each need to be one? Admin costs the same as agent, so there is no financial reason to keep somebody there, and fewer admins is a free security improvement.

Then check ticket access

Anybody set to all tickets should be somebody you would name if asked. People move teams and keep the access from the old one, and nothing surfaces that.

What to do with it

Three columns are enough for a quarterly review: who, what role, when they last signed in. Anything else is detail you can look up when a row raises a question.

It contains personal data

Names and email addresses of your colleagues. Once exported it is a file outside the platform's controls, so treat it accordingly and delete it when the review is done.

Keep the reviewed copy

Dated, with a note of what you changed. That record is what you produce when somebody asks whether access is reviewed, and it makes the next review faster.

See also

• Can I find agents who have not signed in for a while
• Checking your agent seat usage
• General security practices for your Zendesk