The problem: Over the year you connected ChatGPT to Gmail, an assistant to QuickBooks, and a scheduling app to Google Calendar. Now you're not sure what can see what.
What you end up with: A simple list of every AI tool and connector, what it can read or change, who set it up, and what you removed, reviewed every three months.
What you'll need
Admin access to your main accounts: email, accounting, payroll, store, and any AI tools.
Getting set up
Which AI tools can see your email, books, or payroll today? Connectors are useful, and they're worth a check-up. Gusto says connections can be revoked at any time. 3Dsellers says every request shows up in a request log, and you can revoke an assistant's access anytime. Anthropic says Claude can only see what the connected account can see. Example: a small accounting practice lists its AI tools in a sheet each quarter. This time it finds an old trial assistant still connected to the shared inbox, and a former employee's connector to the practice's calendar. It removes both, and notes who approved each remaining connection. (Our illustration.)
Step by step
- List every AI tool your business uses.
- In each main account, open the connected apps or integrations page.
- Note what each connection can read or change, and who set it up.
- Remove anything you don't use, or that belonged to someone who left.
- Check that each tool uses the smallest access it needs.
- Review request logs where the tool offers them.
- Save the list, and set a reminder for next quarter.
A prompt to start with
Here's a prompt to start with. Adjust it to fit your tool. "Here's a list of my business accounts and the AI tools connected to each: [paste]. Turn it into a table with tool, account, what it can access, who set it up, and last used. Flag anything that looks unused or overlapping. Don't suggest removing anything I marked as essential."
What you'll get
A connector table, a short list of removals, and a reminder for next quarter. Time it takes: about 30 to 45 minutes each quarter. Sample row (made up): "Gusto to Claude. Reads payroll and people data; payroll runs need my approval. Set up by: owner. Keep."
If something goes wrong
If you can't find a tool's connection settings, check the tool's help center for "connected apps" or "integrations." If you're not sure what a connection does, turn it off and see what breaks in a test.
Keep in mind
This review lowers risk, but it doesn't replace good passwords and two-step sign-in. Keep those on for every account. Make it a habit: add the review to your calendar at the start of each quarter, and when someone leaves the team.
Sources
- Gusto for AI
- eBay and Amazon Sellers Can Now Run Their Stores From ChatGPT, Claude and Grok (Oct 26, 2026)
Where each fact came from
- Recommended tools · checked Oct 28, 2026 · rechecked regularly — Gusto for AI
- Getting set up · checked Oct 28, 2026 · rechecked regularly — eBay and Amazon Sellers Can Now Run Their Stores From ChatGPT, Claude and Grok (Oct 26, 2026)
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