Chapter 2 — Scope, permission and safe practice
Lesson map
Lesson 02 published. Map, example, EX014.
flowchart TD
N0["Learning outcomes"]
N1["2.1 Getting permission"]
N2["2.2 Handling passwords safely"]
N3["2.3 Shared accounts"]
N4["2.4 Recognising fake messages"]
N5["2.5 Everyday habits"]
N6["2.6 When to ask for help"]
N7["Synthesis"]
N0 --> N1 --> N2 --> N3 --> N4 --> N5 --> N6 --> N7
N7 --> EX["Worked example"]
EX --> Q["Exercise EX014"]
Logical drawing
flowchart LR
N0["Learning outcomes"]
N1["2.1 Getting permission"]
N2["2.2 Handling passwords safely"]
N3["2.3 Shared accounts"]
N4["2.4 Recognising fake messages"]
N5["2.5 Everyday habits"]
N6["2.6 When to ask for help"]
N7["Synthesis"]
N0 --> N1 --> N2 --> N3 --> N4 --> N5 --> N6 --> N7 --> Q["EX014"]
[Learning outcomes]
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[2.1 Getting permission]
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[2.2 Handling passwords safely]
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[2.3 Shared accounts]
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[2.4 Recognising fake messages]
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[2.5 Everyday habits]
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[2.6 When to ask for help]
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[Synthesis]
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[Worked example] --> [Exercise EX014]
Learning outcomes
You will (1) agree what Mia may do; (2) handle passwords safely; (3) learn everyday habits that protect accounts.
2.1 Getting permission
Before changing anything, Mia writes a short note listing the accounts she may look at, the changes she may make, such as turning on second steps, and the changes Rosa must do herself, such as anything involving payments. Rosa signs it. Joseph explains that permission protects everyone: the shop knows what Mia is doing, and Mia can show she acted as asked. Working without permission, even with good intentions, can cause confusion and harm. Mia keeps the signed note with her course notes.
2.2 Handling passwords safely
Mia must never ask staff to tell her their passwords, write them on paper or send them by message. Where she needs to set something up, the account holder signs in themselves while she guides them. Rosa uses a password manager, an app that stores passwords securely, so Mia helps her move the shop's passwords into it. Handling passwords safely means the review itself never exposes them, which is the first rule of helping with access. Joseph checks that she follows this rule.
2.3 Shared accounts
The shop's orders mailbox, online shop admin and social media page are shared: everyone uses the same password, kept on a note by the till. Mia learns why this matters: anyone who sees the note can sign in, former staff still know the password, and nobody can tell who made a change. Where a service allows separate accounts for each person, she plans to use them. Where it does not, the shared password moves into the password manager and is changed when anyone leaves.
2.4 Recognising fake messages
Joseph shows Mia how fake messages try to get people to sign in on look-alike pages. Signs include urgent language, unexpected requests to confirm a password and links whose address does not match the real site. The safest habit is never to sign in from an email link; instead open the website directly or use a saved bookmark. Mia makes a short note for staff explaining this, because the best technical protection can still be undone by one rushed click.
2.5 Everyday habits
Mia lists habits for staff: lock the till computer when stepping away; use a different password for work than for personal accounts; turn on a second step wherever offered; tell Rosa when you receive something suspicious; and tell Rosa when someone joins or leaves so their access can be added or removed. She keeps the list short and puts it by the till. Simple, repeated habits protect a small shop more than rules nobody remembers. Rosa reminds staff of the list at the weekly team chat.
2.6 When to ask for help
Some situations are beyond Mia's role: a suspected break-in to an account, a payment that looks wrong or a message threatening the shop. Joseph and Rosa agree that in these cases Mia stops, tells Rosa straight away and does not try to investigate alone. Rosa contacts the service provider or her bank. Knowing when to stop and ask is part of safe practice, because acting beyond your skills can make a problem worse. Mia writes the stop cases into her notes for quick reference.
Worked example
Rosa signs a one-page permission note; shared passwords move from the note by the till into the password manager; a staff habits sheet is posted.
Synthetic case. Notes, accounts and events are synthetic.
Errors and limits
Collecting staff passwords to "check" them exposes them and breaks trust.
Exercises
- EX014 — Rosa's changes. Which changes must Rosa make herself? Rubric: 3 = anything involving payments;; 2 = payments;; 1 = vague;; 0 = none.
- EX015 — Permission value. Why does permission protect Mia? Rubric: 3 = she can show she acted as asked;; 2 = proof;; 1 = vague;; 0 = none.
- EX016 — Password rule. What must Mia never ask staff? Rubric: 3 = to tell her their passwords;; 2 = passwords;; 1 = names;; 0 = none.
- EX017 — Manager meaning. What is a password manager? Rubric: 3 = an app that stores passwords securely;; 2 = app;; 1 = notebook;; 0 = none.
- EX018 — Till note risk. Why is a password note by the till risky? Rubric: 3 = anyone who sees it can sign in;; 2 = visible;; 1 = messy;; 0 = none.
- EX019 — Shared fallback. What if a service cannot give separate accounts? Rubric: 3 = store in manager, change when anyone leaves;; 2 = change on leave;; 1 = vague;; 0 = none.
- EX020 — Fake signs. Name one sign of a fake message. Rubric: 3 = urgent language;; 2 = mismatched link;; 1 = greeting;; 0 = none.
- EX021 — Safest habit. What is the safest sign-in habit? Rubric: 3 = open the site directly, not from email links;; 2 = bookmark;; 1 = click links;; 0 = none.
- EX022 — Leaver habit. Why tell Rosa when someone leaves? Rubric: 3 = so their access can be removed;; 2 = removal;; 1 = party;; 0 = none.
- EX023 — Lock habit. What should staff do when stepping away from the till? Rubric: 3 = lock the computer;; 2 = lock;; 1 = vague;; 0 = none.
- EX024 — Stop cases. Name one situation where Mia stops and tells Rosa. Rubric: 3 = suspected account break-in;; 2 = wrong payment;; 1 = lunch;; 0 = none.
- EX025 — Who escalates. Who contacts the provider or bank? Rubric: 3 = Rosa;; 2 = owner;; 1 = Mia;; 0 = none.
- EX026 — Habit length. Why keep the habits list short? Rubric: 3 = so staff remember it;; 2 = memorable;; 1 = cheap;; 0 = none.
Synthesis
Written permission, careful password handling and simple habits make access work safe for everyone.
Continue studying — chapter 02 of 04
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