TG-Staff Agent Permission Audit Guide: SOP for Quarterly Security Review and Offboarding Recovery

When managing a Telegram Bot customer service team, out-of-control agent permissions are often more insidious than external attacks, yet equally devastating. An unremoved account of a departed employee, a cross-project misoperation, or shared login credentials can lead to user data leaks or internal compliance violations. TG-Staff, as a customer service and operations SaaS platform for Telegram Bots, features multi-agent management, project permission isolation, and content moderation (Pro version). However, even the best tools require regular audits to form a complete security loop.

This article provides a practical TG-Staff agent permission audit workflow, covering a quarterly review checklist and standard offboarding recovery steps, helping B2B SaaS, Web3, and global teams maintain their security baseline.

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Why You Need Regular Agent Permission Audits

Many teams only investigate permission issues after an incident—such as discovering a sensitive message was sent incorrectly or a former employee can still log into the console. Regular audits are not an extra burden but a security baseline.

Core value of permission audits:

• Prevent data leaks: Each agent account is an entry point; accounts not revoked in time can be misused.
• Meet compliance requirements: In Web3 exchanges, NFT projects, and similar scenarios, content moderation records and audit logs are essential for compliance reviews. TG-Staff Pro’s wallet address monitoring feature requires permission audits to ensure only authorized personnel access sensitive operations.
• Avoid permission creep: As projects grow and people move, agent permissions often exceed actual needs. Audits help clean up redundant permissions and reduce the likelihood of misoperations.

Common Scenarios of Internal Permission Out-of-Control

• Offboarding agent not removed in time: An employee has left, but their account remains in projects, allowing them to view chat histories.
• Cross-project misoperation: Agent A was mistakenly added to Project B, granting them access to unrelated user inquiries.
• Shared accounts make accountability difficult: Multiple people share the same agent account, making it impossible to identify the specific operator when issues arise.

Recommended Audit Frequency

Team Size	Recommended Audit Frequency	Notes
1-3 people	Quarterly	Focus on offboarding transitions and permission changes
4-10 people	Monthly spot checks + quarterly comprehensive audit	Spot checks focus on active agents and sensitive projects
10+ people	Bi-weekly spot checks + monthly audit	Consider appointing someone responsible for permission management

For Web3 projects involving high-risk operations like payments and wallet address monitoring, increase audit frequency to monthly and perform a quick check after every personnel change.

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Pre-Audit Preparation: What Information Do You Need to Collect?

Efficient audits rely on thorough preparation. Before starting, organize the following materials:

1. Current agent list: Export all agents’ email, username, and last login time from the TG-Staff console under “Agent Management.”
2. Project permission configuration: Record each project’s associated agent list and their permission scope (all agents or designated agents).
3. Chat transfer records: Export chat transfer logs from the last 90 days to check for unusual assignments.
4. Content moderation trigger records (Pro): If internal control management is enabled, export risk word trigger records, focusing on wallet address keyword hits.

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TG-Staff Agent Permission Audit in Four Steps

The following four steps cover the full chain from account inventory to permission correction. It is recommended to execute them in order.

Step 1: Inventory All Agent Accounts and Their Assigned Projects

Go to TG-Staff Console → “Project Settings” → “Customer Service Management”, and check the agent list under each project one by one. Pay special attention to the following accounts:

• Accounts of former employees still on the list
• Accounts that have not logged in for over 30 days
• Accounts whose permissions do not match their current responsibilities (e.g., an agent responsible only for Project A appears in Project B)

Action Tip: Create an “Expected Agent List” for each project and compare it line by line with the actual list. If you find unexpected accounts, mark them for processing immediately.

Step 2: Review Session Assignments and Operation Logs

Auditing is not just about “who has permissions”, but also about “how permissions are being used”.

• Go to the “Session Records” module, filter sessions from the last 30 days, and check for any “orphan sessions” not assigned to any agent—this usually indicates misconfigured routing rules or abnormal agent permissions.
• Check the “Session Transfer Log” to see if there are frequent or unreasonable transfers (e.g., the same session being repeatedly transferred between different agents).
• Professional users: Go to “Content Risk Control” → “Trigger Records” to audit each trigger record by agent, session, trigger time, and risk keyword. If you find an agent frequently triggering wallet address monitoring rules, further investigation into their operational intent is needed.

Step 3: Verify Permission Scope and Routing Rules

TG-Staff supports project-level routing rule configuration: Round Robin (default, cycles through agents with permissions in order) or Online First (prioritizes online agents, falls back to round robin when all are offline). During the audit, confirm:

• Does the current routing rule match business needs? For example, should it be switched to “Online First” during peak hours to ensure response speed?
• Is the project customer service scope set to “All Agents” or “Specified Agents”? If using specified agents, ensure no former employees or irrelevant agents are on the list.
• Are the permissions for the Diversion Link correctly configured? Prevent unauthorized agents from accessing user information through the diversion link.

Step 4: Correct Permissions and Record Audit Results

Take immediate corrective action upon discovering anomalies:

• Remove accounts of former employees or abnormal accounts: Click “Remove” in “Customer Service Management”; changes take effect immediately.
• Adjust permission scope: Remove agents from projects they do not need to be in, or adjust their permissions from “All Agents” to “Specified Agents”.
• Record audit results: It is recommended to take screenshots of the before-and-after comparison or export operation logs as evidence for subsequent compliance checks.

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Standard Operating Procedure for Revoking Agent Permissions upon Departure

The departure scenario is the most common and urgent in permission audits. The following process is organized by timeline to ensure no steps are missed.

24 Hours Before Departure: Session Transfer and Handover

1. Manually transfer active sessions: Log in to the TG-Staff console and transfer the departing agent’s active sessions one by one to other agents. You can note the reason for handover in the session comments.
2. Back up necessary information: If the departing agent has left important notes in user profiles, take screenshots or export backups.
3. Set session labels: Add labels like “In Handover” or “Transferred” to these sessions for easy tracking.

Day of Departure: Permission Deactivation and Account Removal

1. Deactivate first, then remove: In “Agent Management”, first click “Deactivate” on the agent’s account—this prevents new session assignments while retaining access to existing sessions for smooth transition.
2. Confirm no ongoing sessions: Wait 1-2 hours or manually check if the agent still has unclosed sessions.
3. Remove completely: After confirming no ongoing sessions, click the “Remove” button. Note: Removal is irreversible; re-invitation is required to restore access.
4. Check multi-project affiliations: If the agent belongs to multiple projects, perform the removal operation in each project individually to avoid omissions.

Post-Departure Audit: Review Historical Operations and Risks

1. Review session records: Check the agent’s session records from the last 30 days to confirm no abnormal operations (e.g., sending non-business information to users).
2. Check content moderation trigger records (Pro version): Export the agent’s risk word trigger records, focusing on wallet addresses, sensitive words, etc. If anomalies are found, contact @tgstaff_robot for data export support.
3. Update audit documentation: Record the departure time, session handover details, and audit results in shared documents.

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Common Audit Pitfalls and Precautions

• Shared account risk: Do not provide the same agent account to multiple users. TG-Staff supports independent agent accounts; each agent should have unique login credentials. Shared accounts make it impossible to pinpoint responsible individuals during audits.
• Diversion link permissions: When using diversion links, ensure the linked Bot project is accessible only to authorized agents. If a diversion link is leaked, unauthorized agents may access user information through it.
• Cross-project permission management: When an agent is added to multiple projects, each project must manage permissions independently. Upon departure, ensure the agent’s affiliations across all projects are checked.
• Trial period agent management: The trial period lasts only 3 days, but even with test agents, a simple check is recommended to avoid misuse or neglect of test accounts.

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Frequently Asked Questions

Q: Does TG-Staff support batch removal of multiple agents?

A: Currently, the TG-Staff console supports managing agents individually. It is recommended to handle each project one by one during regular audits to avoid omissions. For batch operations, contact @tgstaff_robot to inquire about scripts or API support.

Q: Will the conversation history of a departing agent be deleted?

A: No. Removing an agent account only revokes their login permissions. Historical conversation records remain in the project and can still be viewed by other agents with access. If you need to completely delete a sensitive conversation, please contact technical support.

Q: Can a mistakenly removed agent be restored?

A: You will need to re-invite the agent to the project. It is recommended to confirm whether to retain account information (such as email) before removal, so it can be used for re-addition later. The removal operation is irreversible, so be sure to confirm before proceeding.

Q: Is permission auditing necessary during the free trial?

A: Although the trial period is usually only 3 days, it is advisable to perform a simple check after adding test agents to prevent misuse of test accounts. If you do not renew after the trial ends, remember to remove all test agents.

Q: Can content moderation trigger records serve as audit evidence?

A: Yes. The content moderation trigger records in the Professional plan include agent, session, trigger time, and risk words, serving as effective internal audit evidence. It is recommended to regularly export these records for compliance review materials.

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Conclusion and Next Steps

Agent permission auditing is not a one-time task but a security habit that should be integrated into your team’s daily operations. By following the four-step audit method and offboarding SOP in this article, you can systematically manage agent permissions in TG-Staff projects and reduce internal risks.

Take Action Now:

1. Log in to your TG-Staff console and check the current agent list and project permissions.
2. If you haven’t registered yet, start your TG-Staff Free Trial now: https://app.tg-staff.com/
3. Refer to the full documentation for more security configurations: https://docs.tg-staff.com/
4. If you have any questions, contact customer service Bot directly: @tgstaff_robot

Starting today, add permission auditing to your quarterly checklist—prevention is far more efficient than remediation.