{"id":"sec-sb-former-staff-accounts-audit","audience":"small-business","category":"security","track":"security","technique":"grounding","title":"Find old employees who still have account access","free":false,"task":"Compare your tool accounts with your current staff list and find people who left but still have access. List them numbered as 'name - tool(s) - left on date', using only names and dates from your files. Plain text, under 70 words.","materialLabel":"Staff list and tool account lists (attached to your prompt automatically)","material":"Current staff (Bloom & Branch Florist, Nov 2026): Lena Ortiz (owner), Jess Park, Omar Haddad, Priya Nair, Sam Cole\n\nFormer staff (from payroll): Tara Wells (left Jun 30, 2026), Ben Ruiz (left Sep 12, 2026), Kim Lau (left Aug 5, 2025)\n\nTool accounts (exported this morning):\n- Shop email: lena, jess, omar, priya, sam, tara, orders (shared inbox)\n- Online store admin: lena, jess, ben\n- Point of sale: lena, jess, omar, priya, sam, kim\n- Delivery app: omar, sam, ben\n- Social media: lena, priya\n\nNotes:\n- \"orders\" is our shared order inbox, everyone uses it.\n- Sam Cole started in October.\n- Ben still texts me sometimes asking about shifts; he said he might come back in spring.","rules":[{"type":"numberedItems","count":3},{"type":"plainText"},{"type":"maxWords","max":70}],"mistakes":[{"title":"Missing a tool","why":"The AI finds Ben in one tool and misses the second.","fix":"Say: \"Check every tool list for each former employee.\"","checks":["r0"]},{"title":"Leaving out dates","why":"Without the leaving date, you can't see how long access stayed open.","fix":"Ask: \"Show the date they left, from payroll.\"","checks":["r1"]},{"title":"Exceptions for favorites","why":"The AI suggests keeping Ben's access since he might return.","fix":"Add: \"Anyone who left loses access; they can be re-added later.\"","checks":["r2"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for \"under 70 words\" and it often lands well over.","fix":"Ask for less than the limit and cap each line: \"each line under 15 words, under 50 words total.\"","checks":["maxWords"]},{"title":"Letting markdown in","why":"AI adds bold and headings by default, and in your notes they show up as stray symbols.","fix":"Add: \"Plain text only, no bold, no headings.\"","checks":["plainText"]},{"title":"Listing everyone","why":"The AI writes a line for every account.","fix":"Be exact: \"One numbered line per former employee only.\"","checks":["numberedItems"]}],"promptHints":[{"label":"Compares the lists","patterns":["compare","former","left","current staff"]},{"label":"Asks for the tools and dates","patterns":["tool","date","when they left"]},{"label":"Keeps it to the material","patterns":["only (use )?(the )?(facts|what|info|details)","don'?t (invent|make up|guess|add)","not in the","stick to","nothing (else|extra|outside)"]},{"label":"Sets a word limit","patterns":["\\d+\\s*words","word (limit|count)"]},{"label":"Asks for plain text","patterns":["plain","no bold","no markdown","no formatting","no headings"]}],"hint":"Old accounts hide across many small tools. Ask the AI to check every tool for each former employee, show the date they left, and make no exceptions.","rubricLabels":["Lists exactly Tara Wells (shop email), Ben Ruiz (online store admin and delivery app) and Kim Lau (point of sale)","Each line gives the leaving date from payroll (Jun 30, 2026; Sep 12, 2026; Aug 5, 2025)","Does not list current staff or the shared 'orders' inbox, and does not suggest keeping Ben's access because he might come back"]}