The Safest Way to Share Access in SaaS Teams (Without Chaos)

Access sprawl: the invisible threat in every SaaS stack

Most modern teams use dozens of SaaS apps — project tools, CRMs, analytics, billing, design platforms. But few teams stop to ask: who actually has access to what?

This silent sprawl creates weak points: old employees with live logins, shared passwords on Notion pages, and admin roles granted “just to make it work.”

Here’s how to share SaaS access the safe, organized, and audit-friendly way.

Step 1 — Map your SaaS universe

Before fixing anything, list every SaaS platform your team uses. Include:

• Core apps (e.g. Slack, Notion, Google Workspace)
• Finance tools (e.g. Stripe, QuickBooks, Wise)
• Marketing tools (e.g. Meta Ads, HubSpot, Zapier)
• DevOps & design (e.g. GitHub, Figma, AWS, Canva)

Use a simple spreadsheet or tools like Zylo 🔗 or Torii 🔗 to track logins, roles, and owners.

Step 2 — Stop sharing passwords

It’s 2025. No one should still be sending passwords over email or storing them in shared docs. Instead, use team vaults or delegated access features.

• Password managers: Share Password Managers Safely.
• Built-in invites: many SaaS apps (like Figma, Slack, and Stripe) offer user roles — use them instead of one shared login.
• Temporary access: for contractors or auditors, set expiration dates and revoke automatically.

Step 3 — Apply “least privilege” everywhere

Give each user the minimum access required for their task. Avoid giving everyone “Admin” or “Owner.”

• Example: Designers only need “Editor” in Figma, not admin.
• Example: Finance team doesn’t need “Developer” access in AWS.

This principle reduces risk dramatically and simplifies offboarding.

Step 4 — Use SSO and MFA

Single Sign-On (SSO) and Multi-Factor Authentication (MFA) are your best defense against phishing and credential leaks.

• SSO tools: Okta, Google Workspace, Entra ID (Azure).
• MFA: Enforce via WebAuthn, hardware keys, or app-based codes.

Combine with Recovery Codes Safely for full coverage.

Step 5 — Create a “least privilege” playbook

Write a short internal doc explaining how your team manages SaaS access. Include:

• How new users are invited.
• How contractors get temporary access.
• What happens during offboarding.

Use this guide: Build a Secret-Sharing Policy.

Step 6 — Offboard fast, automatically

When someone leaves the team, time matters. Within hours, their accounts should be revoked — not days later.

Use automation platforms like OneLogin 🔗 or JumpCloud 🔗 to trigger SaaS deactivation through SSO.

Step 7 — Audit quarterly

Every three months, review:

• Admin roles and permissions.
• Apps connected to Slack, Google, or GitHub.
• Old integrations that might leak data.

Use your findings to prune and rotate credentials. More tips: <a href=”/blog/audit-your-old-messages-for-leaked-s

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