Separate Admin Accounts Best Practice for UK Businesses (2026)
17 August 2026
Learn why separate admin accounts are vital for UK businesses. Align with Cyber Essentials and reduce cyber risk in 2026.
Why Separate Admin Accounts Matter in the UK
In the UK, the average cost of a data breach for a small business is now over £3,000, but reputational damage can be far worse. Using a single account with admin privileges for everyday tasks is a major risk. If that account is compromised, attackers gain full control of your systems, data, and customer information. Separate admin accounts provide a clear boundary between routine work and privileged actions. This practice is a cornerstone of the National Cyber Security Centre's (NCSC) guidance and a key requirement for Cyber Essentials certification. By separating accounts, you limit the blast radius of a phishing attack or credential theft, protecting your business and your customers' data.
Cyber Essentials and the Principle of Least Privilege
Cyber Essentials, the UK government-backed scheme focused on basic cyber hygiene, expects you to limit the number of users with administrative rights. The principle of least privilege means giving employees only the access they need to do their job—nothing more. For admin tasks like installing software, changing settings, or managing users, they should use a separate, dedicated admin account. This account should not be used for email, web browsing, or document editing. By doing this, you dramatically reduce the chance of malware or hackers exploiting an admin session. If your business is pursuing Cyber Essentials or Cyber Essentials Plus, separating admin accounts is a statutory requirement to pass the assessment.
How to Set Up Separate Admin Accounts on Windows and Mac
On Windows 10 and 11, create a standard user account for daily work and a separate administrator account. Go to Settings > Accounts > Family & other users, and add a new user. Assign 'Administrator' only to the admin account. Use this admin account for elevation prompts or use 'Run as administrator' when needed. On macOS, go to System Settings > Users & Groups. Create a standard user for everyday work and an admin account for administrative tasks. Always require a password for the admin account and never share it. In a business environment, use each employee's unique admin account, or better, configure privileged access management (PAM) tools if you have IT support. This ensures accountability and audit trails.
Implementing Technical Controls: MFA, PAM, and Auditing
Separate admin accounts are not enough on their own. Pair them with multi-factor authentication (MFA) to add a critical layer of protection. Even if a password is stolen, MFA blocks most attacks. For larger UK organisations, consider implementing Privileged Access Management (PAM) software to manage, rotate, and monitor admin credentials. Auditing is equally important: regularly review who has admin rights and remove leavers or role changers. Configure Windows Event Logs or macOS unified logs to track admin activity. In line with the UK GDPR, keep records of who accessed personal data and ensure admin access is justified. By combining separate accounts with MFA and auditing, you create a robust defence against insider threat and external attackers.
Building a Culture of Cyber Hygiene in Your UK Team
Even the best technical controls fail if your team doesn't understand the 'why'. In the UK, cyber security is often seen as an IT issue, but it's everyone's responsibility. Hold regular training sessions explaining the risks of using admin accounts for email and browsing. Emphasise that admin accounts are for work tasks only, not personal use. Encourage employees to report suspicious activity without fear of blame. Make it simple: create clear policies and procedures for requesting admin access. Recognise that convenience will always be tempting, so design a frictionless process for admin tasks—for example, a secure 'just-in-time' access request system. A culture of cyber hygiene reduces the likelihood of mistakes and ensures your separate admin account policy is actually followed.
FAQ
A separate admin account is a distinct user account granted administrative privileges, kept separate from your everyday user account. You use your standard account for email, browsing, and document work, and the admin account only for tasks like installing software, managing users, or changing system settings. This minimises risk.