Today, content creation and marketing, as well as website development, depend heavily on the vast range of SaaS apps that help them manage tasks more smoothly over time. As one goes through the steps of the workflow, one can expect that a typical setup includes a content management system (CMS), project management app, communication platform, code repository, analytics dashboard, design tool, and even a browser utility. Although such tools definitely add efficiency to work, at the same time, they lead to a significant drawback: team members are left to manage the dozens, or even hundreds, of different account credentials that come with the team membership.
Having no clear method or system in place for handling access will rapidly convert login issues from being a minor IT operation into a bigger problem affecting the whole team’s performance and even security, as password reuse, improper handling of credentials and uncontrolled access are all factors that could bring unwanted problems. There is hope! Several real-life examples prove that it is possible to maintain secure team environments while not jeopardizing the workflow’s pace as you implement these tips for your team.
Why SaaS Login Management Is Such a Pain
The more cloud-based services companies take in the fold, the more they have to authenticate separately, as most platforms don’t want to share credentials. Individual team members might well be required to use a handful of products on a day-to-day basis, while shared accounts are often necessary for publishing platforms, analytics dashboards, or testing environments.
With the passage of time, it becomes pretty common to hit these roadblocks:
- Workers tend to use a single password repeatedly for all the different services they deal with.
- Password-related information gets transmitted either by email or chat apps.
- Staff leaving the company do so without revoking their access.
- It’s a struggle for the team to figure out who has the right to do what on each application.
- Valuable password information rests on the memory of a single human being.
Better yet, if a team is not keeping pace with the growing number of installed software, they too can face these kinds of difficulties.
The Hidden Risks of Password Reuse
Having the same password in different accounts might offer the illusion of ease and convenience, but it comes with a cost – the security of the whole organisation is put at risk by compromising more than one system. For example, if a cloud-based software provider loses its data or a hacker breaches their databases, it will often try to access other widely used cloud-based services with the same credentials. One such method of attack is Credential stuffing, which involves the use of leaked or bought credentials to access another account.
The Cybersecurity & Infrastructure Security Agency (CISA) advises that the creation of a unique password per online account is necessary, as password reuse is one of the most prevalent reasons for account takeovers. Such guidance from CISA about password security is available on their website.
For companies that have several SaaS subscriptions to manage, having unique login details is an essential part of minimising the potential security threat.
Stop Sending Passwords in Chat or Email
Still, too many teams communicate through messengers or emails the credentials and logins of accounts that they are sharing, only because it’s fast. Even so, the problem is that such channels are not made for secure password handling.
If passwords are sent using a communication tool, they may have already been spread in many different ways across computers and backups, as well as saved conversation history. Also, in such a case, it becomes hard to know who exactly still has the password.
Ditch relying on just talking to someone, but rather create a set of procedures on how to authorize someone for a shared account. This method will bring greater accountability while at the same time it will limit the risk of overexposure.
The use of a password manager is recommended when the team wants to store the passwords and logins securely and at the same time to share them with the right personnel in case they are using SaaS tools. This kind of password manager also guarantees stronger security of shared logins, while being easier to manage by administrators
Turn On Two-Factor Authentication Whenever Possible
Just relying on passwords is not enough to safeguard significant business accounts. The great majority of top SaaS software today comes with two-factor authentication (2FA), which adds an extra level of protection in case of theft of the login credentials.
The National Institute of Standards and Technology – or NIST is advocating for the introduction of multi-factor authentication as a standard feature of contemporary identity management systems. The extra check that this measure gives practically wipes out the chances of any unapproved person accessing the account, including instances when someone figures out the password.
You should make these your top priority when enabling 2FA:
- Code repositories
- CMS platforms
- Analytics dashboards
- Cloud storage
- Project management software
- Administrative accounts
Creating a Clear Onboarding and Offboarding Process
Employee credentials should be treated formally through the employee lifecycle processes and not casually or informally.
Upon onboarding:
- Only give access to the tools that they actually need.
- Their job title will determine the kind of access they have to the company tools, and the level of authorization will depend on the role they play.
- The person or the people responsible for a certain set of accounts and their account administrators should also be identified.
If a person leaves the organization:
- In an instant, access to SaaS products should be revoked.
- Secrets or keys that are the result of a shared agreement need to be replaced if the situation necessitates it.
- Accounts that have been lying idle should go through an elimination.
- It will also be prudent to check for administrative privileges.
Having a checklist that is well put together helps ensure that a staff transition goes without a hitch.
Keep Spotting All SaaS Stacks Locations
During companies enlarging their business, keeping in mind two seldom used platforms or older subscriptions are quite easily forgotten. Carry out such audits regularly, totally answering those questions:
- What SaaS tools are your users making full use of?
- Who granted admin rights to these people?
- Have there been any inactive users who still got enabled access?
- Which shared passwords by default need to be changed?
Besides making things easier and more secure on the software side, doing regular checks also gets rid of old, unruly pieces of software.
Team Credential Management Standards
Maintaining a good working environment for login operations through technology will not work without the development of habits within the team. Set up small procedures to cover internal matters like:
- Different passwords for every service
- Forcing two-factor verification wherever available
- The sharing of accounts using an approved method/medium
- Periodically refresh the passwords of the accounts that are commonly used
- Rapid disclosure upon suspecting an account breach
These guidelines bring regularity in all cases, whether a team has two, five, or fifty people.
Don’t Let Login Hassles Hinder Work Output
Employees in digital teams today rely on an array of SaaS tools that are getting more complex over time. If credentials are not properly managed, login errors will continually plague the team with frustration, security threats, and productivity loss.
Teams can ease their everyday work, at the same time safeguarding company data, by having each password unique, setting up two-factor authentication, carrying out structured onboarding and offboarding, performing regular audited user access, and applying secure password-handling measures. The result of a well-managed sign-up and log-off system is that people will stop having to waste their energy on password recovery and will have more of their creative time left for producing excellent work.