Control Who Can See and Do What: Secure Planning with vPlan

Make Sure Only the Right People Have Access to the Right Information

Not everyone needs to see or edit everything.
Use a planning tool with clear user permissions and authorisation controls. This prevents employees from accidentally changing data or viewing sensitive customer information.

Tip:

In vPlan, you can assign custom roles and permissions for each user. This ensures everyone only has access to what’s relevant to them. You can also strengthen account security with two-factor authentication (2FA) — available to all vPlan users. 2FA adds an extra verification step during login, using either SMS or an authenticator app.

Want even more control?

vPlan offers Single Sign-On (SSO) in higher-tier plans, allowing you to manage access across your entire organisation from one central place.

Be Extra Careful When Working with Subcontractors or External Partners

We often see companies giving broad access internally — all colleagues can view or edit the planning. While that may seem practical, things change the moment subcontractors or suppliers get involved.
At that point, access control becomes essential.

Ask yourself:

• Who is given access to which data?
• How long should their access remain active?
• What happens when someone leaves the project or the organisation?

With vPlan’s user roles, it’s easy to manage.
Give access only to what’s strictly necessary — and revoke permissions as soon as someone is no longer involved.

Extra tip: Don’t forget about the security of physical devices.
Are people using laptops or tablets outside the office?
Make sure screens are locked when unattended, automatic logins are disabled, and only secure Wi-Fi networks are used.
A forgotten laptop or an unlocked screen can pose just as much of a risk as a weak password.

Protect Data with Strong Passwords and Secure Connections

Passwords like “Welcome123” should be a thing of the past.
Choose software that enforces strong password policies and uses secure (TLS) connections, so your data can’t be intercepted during transmission.

Bonus tip:

Use a password manager such as 1Password, Dashlane, or Apple Keychain.
This lets your team use strong, unique passwords — without needing to memorise them.

Use Pseudonyms or Anonymise Sensitive Data

Working with client or project names that are confidential?
Consider using pseudonyms, so sensitive data isn’t immediately identifiable.

Example:

Instead of naming a client “Brewery The Golden Hop”, label the project as “Project G1”.
Your planning remains clear, but not traceable to outsiders.

Security Starts with Awareness

Technology does a lot — but not everything.
User behaviour matters just as much. A secure planning environment starts with clear rules:

• Who can see what?
• How is access managed?
• What do you do when someone leaves the company?

👉 Combine smart policies with secure software, and you’ll prevent data loss, costly errors, and reputational damage.

Ready to Plan Securely?

With vPlan, you work securely in the cloud, with encrypted data, user-level authorisation, 2FA for all accounts, and automatic daily backups.

👉 Also read our blogs on GDPR-compliant software and how vPlan protects your data. (link to be inserted)