Nguyen Hoang Long (38 years old) – the founder of GreenHouse Interior, a small interior design and construction company in Ho Chi Minh City – once believed that "delegating tasks to others would make things faster." But after three years of operation, he realized that this very idea was slowing down his business.

Each employee has full access to customer data, projects, and quotations. A single accidental deletion could ruin contract information. On one occasion, a marketing employee mistakenly deleted a landing page for a project worth hundreds of millions of VND, causing the advertising campaign to be halted. “As the team grew, I realized I couldn’t rely on trust – I needed a system of control,” Long shared.

When access becomes a matter of survival

At GreenHouse, each interior design project typically involves three teams: marketing responsible for finding clients, sales for providing quotes, and technical team for implementation. However, because everyone works on a shared file, no one knows who is editing or deleting. "One person adjusts the material price, and others are unaware, resulting in an incorrect quote sent to the client. Each such mistake costs us our reputation," he explained.

Furthermore, because there were no permission levels, new employees could still access old customer data, copy lists, and take them elsewhere. GreenHouse began to lose internal trust – and that's when Long turned to GTG CRM.

Solution: Access Level Control – clear rights, clear responsibilities

Immediately after implementation, GTG CRM helped Mr. Long restructure the entire access control system within the company.

He selected three default permission groups:

• The administrator grants him and the department head full access to the system.
• A Marketing Manager for the marketing department is only authorized to create and edit campaigns, landing pages, and posts.
• Sales Staff are for the sales team; they can only view and update contacts and cannot edit marketing data.

Later, Long used Custom Roles to further fine-tune the roles for each individual. For example, the design team leader only has access to customer information related to their assigned project; customer service representatives are only allowed to send emails and reply to messages, and cannot view price quotes.

"Initially, I was afraid that too much delegation of authority would slow things down," he shared. "But the reality was quite the opposite. When everyone only does their part, processing speed increases, responsibilities are clear, and there are no more arguments."

Customize permissions and access restrictions for each employee level.

Closed-loop process – secure data

Thanks to Access Level Control, customer and project data at GreenHouse is strictly controlled. Every action is logged: who made the changes, when, and what was changed.

Errors like "accidental deletion," "overwriting," and "incorrect update" have almost disappeared.

The marketing department can now focus solely on creativity and tracking advertising effectiveness, while sales only needs to handle customer service and closing deals. Monthly reports are also more accurate because the data is no longer overlapping.

When small businesses operate like large corporations.

Previously, Long thought that access control was only necessary for large companies. But after operating GTG CRM for a few months, he realized it was the foundation for sustainable growth in small businesses.

“We only have 15 people, but thanks to GTG CRM, everything runs as smoothly as a team of 50. No one is encroaching on anyone else's work, and I don't have to worry about data loss anymore,” he said.

Besides Access Level Control, Long also utilizes the CRM Module to manage contacts, invoices to track project payments, and automations to send thank-you emails to clients after handover. But he emphasizes: "Without permission management, all of those things could easily fall apart."

Results after 4 months

Just four months after implementing the new system:

• The number of data manipulation errors within the internal system decreased by nearly 90%.
• Project processing speed increased by 40% because there was no longer any overlapping authority.
• New employees integrate more quickly when roles and responsibilities are clearly defined.
• The company operates transparently, and customer data is absolutely protected.

Conclude

GTG CRM's Access Level Control is not just a feature, but the "backbone" that helps GreenHouse Interior operate more efficiently, safely, and professionally.

Thanks to proper delegation of authority, Long no longer worries about "what everyone is doing," but can focus on what matters most: developing services and customer experience.

"Previously, I managed people myself. Now, the system helps me manage them through principles – and everyone feels more comfortable."

— Nguyen Hoang Long, Director of GreenHouse Interior