5 Best Practices To Managing Your Employees Software Access

software access

Managing software access is one of the most important aspects of running a successful business. It’s not just about ensuring that employees have access to the necessary tools and resources, it’s also about protecting company data from unauthorized access. For businesses of any size, having comprehensive policies in place for managing employee software access is essential. In this blog post, we discuss 5 best practices for managing your employees’ software access. From setting up role-based privileges to creating an audit trail and more, these tips will ensure that you are able to maintain secure and efficient digital operations.

Defining the Problem

Any organization that relies on software to do business needs to have a process for managing employee access to that software. This is especially important if your organization has sensitive data or must comply with industry-specific regulations.

There are a few key things to keep in mind when defining the problem of employee software access management:

1. Who needs access to which software?

2. What level of access do they need?

3. How will you keep track of who has accessed what, and when?

4. How will you revoke access when someone leaves the organization or no longer needs certain software?

5. Are there any compliance issues to consider?

6. What happens if an employee loses their login information?

7. How can you streamline the process so it’s not overly burdensome for employees or IT staff?

Determining Who Needs Access

When it comes to managing employee software access, the first step is to determine who needs access to which software. This can be a tricky task, as there are often many different types of software used within a company, and not all employees will need access to all of them.

There are a few different ways to approach this issue. One is to sit down with each employee and ask them which software they use on a daily basis and what type of access they need. This can be time-consuming, but it ensures that you have a clear understanding of each employee’s needs.

Another approach is to look at the job descriptions for each position and then determine which software programs are necessary for those positions. This can be less time-consuming than meeting with each employee individually, but it may not give you as much insight into each person’s specific needs.

Once you have determined who needs access to which software, the next step is to set up the appropriate permissions. This will ensure that only those who need access to a particular program have that access, and that everyone has the level of access they require in order to do their job effectively.

You can also use Accessed Space’s Software Navigator™ to manage your employee’s software access both by individual and by team.

Deciding What Software to Limit Access To

As a business owner or manager, you likely have a good handle on what software your employees need to do their jobs effectively. However, you may not have considered what software they don’t need access to. Allowing employees free reign to install any software they want on company computers can lead to decreased productivity and security risks. Or elevated access to your company’s CRM, we’ll use Keap as an example.

To prevent these risks, it’s important to limit employee access to only the software they need to do their job. But how do you decide which software to allow and which to block? Here are a few factors to consider:

1. Company Policies: What does your company policy say about employee use of company computers? Make sure you’re in compliance with your own policies before making any decisions about restricting software access.

2. Potential for Abuse: Some types of software can be easily abused if employees have too much access. For example, social media and gaming sites can quickly become distractions if employees are allowed unlimited access during work hours. Consider limiting or blocking access to these types of sites altogether.

3. Productivity Levels: If you notice that employees are spending more time using certain types of software than they are actually working, it may be time to limit or block access to those programs. For example, if an employee is spending more time chatting on social media than completing their work tasks, it’s probably time to restrict their access.

4. Security Risks: Some types of software can pose security risks to your business and customer data.

Creating User Groups

In order to manage your employee’s software access, it is best to create user groups. This will allow you to control which employees have access to which software. To create a user group, follow these steps:

1. Log into your account on the software management platform.

2. Click on the “User Groups” tab.

3. Click on the “Create User Group” button.

4. Enter a name for the user group and a description (optional).

5. Select the software that you want the members of this group to have access to.

6. Add the members of this group by their username or email address. You can also add them from your company directory if you are using one.

7. Click on the “Create Group” button when you are finished adding members and selecting software.

Assigning User Permissions

When it comes to employee software access, the best practice is to assign user permissions based on job function. This ensures that each employee has the appropriate level of access to the company’s data and systems.

User permissions can be assigned in a number of ways, but the most effective method is to use a role-based approach. This means creating specific roles for different types of users and then assigning permissions to those roles. For example, you might have a “Sales” role that has access to customer data and a “Support” role that has access to trouble-shooting tools.

Assigning user permissions can be time-consuming, but it’s worth taking the time to do it right. By doing so, you can help protect your company’s data and systems from unauthorized access and ensure that only the employees who need certain types of information have access to it.

Monitoring and Updating Access Rights

As your company grows, it becomes increasingly important to monitor and update access rights for your employees. Failing to do so can result in serious security implications.

There are a few best practices you can follow to ensure that your employees have the correct level of access:

1. Define roles and responsibilities: Defining roles and responsibilities is the first step in ensuring that your employees have the correct level of access. By doing this, you can ensure that each employee only has access to the information and tools they need to do their job.

2. Review access regularly: You should review employee access on a regular basis, at least once per year. This will help you to identify any changes that need to be made, such as adding or removing access rights based on an employee’s new role or responsibility.

3. Use automation: Automating the process of monitoring and updating employee access rights can help to ensure that it’s done consistently and accurately. There are a number of software platforms available that can help with this.

4. Educate employees: Employees should be educated on the importance of security and given guidance on how to use their access rights responsibly. They should also be aware of what to do if they believe their account has been compromised.


Managing your employees’ software access is an important part of ensuring the security and productivity of your organization. With these five best practices, you can easily keep track of who has what access and ensure that any changes to their permissions are done quickly and efficiently. Remember, when it comes to safeguarding data and resources in a company, there’s no one-size-fits-all solution — but with the right approach to managing employee software access, you’ll be well on your way to building a secure workplace environment for everyone involved.