Tech Corner: Summer Interns, Assistants, and Office Technology Access

Summer can bring increased activity for real estate offices. Offices may bring on interns, temporary assistants, or seasonal staff to help manage the summer season. While additional support can improve efficiency, it can also create technology and security risks if office systems are not properly managed.

Many real estate offices rely on shared digital tools such as customer relationship management platforms, transaction management systems, email accounts, shared drives, and electronic signature software. Providing quick access to these systems may seem convenient, but unrestricted or poorly monitored access can expose confidential consumer information.

Before granting access to any office technology, brokers-in-charge should review exactly what access is necessary for everyone’s role to conduct brokerage actively effectively and safely.  Also, shared usernames and passwords should never be used as a shortcut. Each user should have their own login credentials so activity can be tracked and monitored. Unique credentials also allow immediate removal of access when employment ends.

It is equally important to ensure that all devices and accounts are protected with strong passwords and, when available, multifactor authentication. Temporary workers should also receive clear guidance on cybersecurity best practices, including recognizing phishing emails, protecting confidential information, and avoiding unsecured public Wi-Fi.

Finally, offices should regularly review user access permissions, especially at the end of the summer season. Accounts that remain active after an intern or assistant departs can create unnecessary security vulnerabilities.

As technology continues to play a central role in real estate practice, careful management of digital access is part of professional responsibility. Taking a few simple precautions can help protect consumer information, maintain office security, and support compliance.