Seat Provisioning and Data Boundary Setup (Onboarding)
A checklist with 7 steps: Map every role that will touch the assistant to a named seat and a permission tier.
By InnovaAI ResearchPublished
What are the steps?
Seat Provisioning and Data Boundary Setup (Onboarding)
- 01
Map every role that will touch the assistant to a named seat and a permission tier
Strategy, copy, code, and reporting each need different access. Write the mapping down before anyone gets a login, because retrofitting permissions after 20 people have shared client files is expensive.
- 02
Decide the standard assistant count per agency and cap it in writing
Most agencies land on one primary assistant plus one fallback for redundancy. Two vendors is manageable; five means nobody knows which model produced which client deliverable.
- 03
Classify client data into three buckets: public, confidential, and never-upload
Confidential covers unpublished campaign plans and performance exports. Never-upload covers PII, credentials, and anything under NDA. Publish the bucket list to the delivery team, not just leadership.
- 04
Confirm the training and retention settings on each paid tier before the first client file is uploaded
Business and enterprise tiers differ from individual plans on whether inputs train future models. Record the setting and the date you checked it, since vendors change defaults between releases.
- 05
Restrict local file access for any desktop agent that reads client folders
Apple tightened macOS Full Disk Access controls in October 2026 specifically because capable agents make broad file, mail, and browsing access riskier. Scope each agent to a single project directory instead of the whole drive.
- 06
Run a 30-day pilot with three real client deliverables before agency-wide rollout
Pick one retainer client per service line. Compare assistant-assisted output against your existing baseline on turnaround time and revision rounds, then decide on the wider rollout with numbers rather than enthusiasm.
- 07
Log the provisioning decision in a one-page record the account leads can reference
Include seat count, permission tiers, data buckets, and the pilot result. When a client asks which assistant touched their work, the answer should take under a minute to find.