Computer Security Best Practices for InkSoft & Printavo Users

Protect Your Business from Security Risks

Cybersecurity is a critical aspect of running a business, yet many small business owners overlook key security measures until it's too late. From weak passwords to former employees retaining access to sensitive accounts, common security gaps can put your business and customer data at risk.

To help you protect your accounts and systems, we’ve compiled a simple guide with best practices. These steps will safeguard your business against security threats, unauthorized access, and financial fraud.

1. Password Security & Management

Weak passwords are one of the biggest vulnerabilities for small businesses. To prevent unauthorized access:

✅ Use Strong, Unique Passwords – Avoid using common passwords (e.g., “password123” or “companyname2024”). Use at least 12 characters, including uppercase, lowercase, numbers, and symbols.

✅ Enable Multi-Factor Authentication (MFA) When Available – This adds an extra layer of security by requiring a second step (such as a text message or authentication app) when logging in. This is critical for financial accounts, email, and software logins.

✅ Use a Password Manager – Storing passwords in a notebook or spreadsheet is risky. Instead, use a password manager like 1Password (recommended by Inktavo) to securely store and autofill your passwords.

✅ Never Share Login Credentials – Each employee should have their own unique login instead of sharing a single account. This makes it easier to manage access and track activity.

2. Securing Your Work Computer & Online Applications

Computers and devices that access business accounts should be secured to prevent data theft.

✅ Lock Your Screen When Not in Use – Always lock your computer when stepping away from your desk. Set an automatic lock after a short period of inactivity.

✅ Keep Software & Antivirus Updated – Regularly update operating systems, web browsers, and security software to protect against new threats.

✅ Beware of Phishing Emails & Scams – Never click on suspicious links or download attachments from unknown sources. Scammers often disguise emails as invoices, customer requests, or even messages from your bank.

✅ Limit Device Access – Only allow trusted employees to use work computers and mobile devices that access business accounts.

✅ Use Secure Wi-Fi – Avoid using public or unsecured Wi-Fi for accessing sensitive accounts. If necessary, use a VPN (Virtual Private Network) for extra security.

3. Managing Employee & Former Employee Access

One of the most common security issues is businesses failing to remove former employees from their systems. This can lead to unauthorized access, data leaks, and potential fraud.

✅ Immediately Remove Access When an Employee Leaves – As soon as an employee leaves, deactivate their login credentials for InkSoft, Printavo, email, banking, and any other business applications.

✅ Regularly Audit User Accounts – Set a schedule (e.g., every quarter) to review who has access to your software and remove unnecessary accounts.

✅ Set Appropriate Permission Levels in InkSoft & Printavo –

• Admins should create user accounts in order for end-users to access their Store Performance Dashboard in InkSoft, but never give end-users administrative privileges.
• Ensure employees only have access to what they need. Avoid giving blanket admin access to all users.
• Principle of Least Privilege. Only give end users enough privileges to perform their daily tasks.
• Separation of Duties. Ensure the individual performing changes is not the same person who audits or approves the request.

✅ Use Business Email Addresses for Logins – Employees should use business emails (e.g., employee@yourcompany.com) instead of personal accounts. This makes it easier to control access when they leave.

✅ Designate a Security Manager – Assign one person in your company to oversee access control, password management, and regular security audits.

4. Banking & Financial Security

Protecting your business finances is just as important as securing your login credentials.

✅ Enable Multi-Factor Authentication (MFA) on Banking Accounts – This prevents unauthorized transfers by requiring a second form of verification.

✅ Set Up Banking Alerts – Most banks allow you to receive real-time notifications for large transfers, logins from new devices, or suspicious activity.

✅ Restrict Financial Access – Limit who has access to your banking information. Only authorized personnel should be able to make transactions.

✅ Monitor Transactions Regularly – Review your business bank statements and payment processing accounts weekly to catch unauthorized activity early.

5. General Cybersecurity Best Practices

✅ Back Up Important Data – Regularly back up files, customer orders, and financial records to a secure cloud or external hard drive.

✅ Use Secure Payment Methods – Encourage customers to use secure, verified payment options instead of cash or checks.

✅ Stay Educated – Cyber threats evolve constantly. Stay informed about new scams and security risks that could impact your business.

Final Steps: Secure Your Business Today

Security is not a one-time task—it’s an ongoing responsibility. Start implementing these best practices today:

1️⃣ Change any weak or reused passwords immediately.
2️⃣ Audit user accounts in InkSoft, Printavo, and other software.
3️⃣ Set up multi-factor authentication (MFA) for critical accounts.
4️⃣ Assign someone in your company to be responsible for security.
5️⃣ Use a password manager like 1Password to keep login credentials secure.

By taking these simple but effective steps, you can protect your business, customer data, and finances from cyber threats. Regular security audits and proactive management are the best defenses against unauthorized access and fraud.