Top 5 Mistakes to Avoid When Implementing RBAC in Your Business
Implementing Role-Based Access Control (RBAC) is one of the best ways to manage access across your company. By assigning permissions based on job roles, not individuals, you can simplify onboarding, reduce human error and improve your overall security posture.
But like any system, RBAC only works when it’s set up correctly. Here are five common mistakes businesses make when rolling out RBAC and how to avoid them.
1. Too many roles
One of the biggest mistakes is overcomplicating the system with too many granular roles. If every slight variation in access has its own custom role, you’re back to managing individuals rather than groups. Not only does this defeat the purpose of RBAC but it adds unnecessary overhead for your IT team.
What to do instead:
Start with broad, function-based roles (like “HR Admin” or “Facilities Staff”) then refine only where necessary. Regularly audit your roles to remove duplicates or merge roles with overlapping access.
2. Forgetting to align roles with real-world responsibilities
Sometimes roles are created based on assumptions rather than actual workflows. This can lead to access being too limited or worse too permissive, especially when employees perform duties that cross traditional role boundaries.
What to do instead:
Work closely with department heads to map out what access people actually need day to day. Involve end users in the planning stage to avoid mismatches between role design and real-world use.
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3. No plan for exceptions
No matter how well your roles are defined, there will always be exceptions, like project-based access, temporary contractors or dual-role staff members. Without a clear plan for how to handle these cases you risk introducing shadow permissions or inconsistent access.
What to do instead:
Use time-limited overrides or secondary access rules for edge cases. ICT’s platform for example allows for flexible exceptions that can be centrally tracked and easily revoked.
4. Offboarding is overlooked
Granting access is only half the job. If permissions aren’t removed when someone leaves the business or moves into a new role your business is left vulnerable. This is especially risky in high staff turnover or frequent role change environments.
What to do instead:
Tie RBAC to your onboarding and offboarding workflows. When someone’s role changes their access should change with it, automatically.
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5. RBAC is a one-time setup
RBAC isn’t something you set and forget. As your business grows your roles, responsibilities and systems will change too. If your access model doesn’t evolve you’ll end up with outdated roles, orphaned permissions and growing security gaps.
What to do instead:
Schedule regular audits of your RBAC model. Review access reports, identify unused roles and check that each role still reflects how your teams actually work.
6. Set it up right from the start
RBAC is a powerful tool but like any access control model it requires proper planning and oversight to be effective. When implemented well it brings consistency, reduces admin load and improves security across the board.
At ICT, we help organizations of all sizes build access systems that scale whether you’re managing multiple campuses, high-security zones or hundreds of staff across departments. Our RBAC model gives you clarity, control and confidence from day one.
Want to know more?
Talk to our team about how ICT’s platform can help simplify access across your business.
