One SaaS exit strategy well-structured reduces security risks, limit the unnecessary expenses and ensures total control over your digital environment upon the departure of an employee. Too often relegated to the background, the process for disabling software access must however be treated with the same rigor that is accorded to the arrival of an employee. This guide shows you how to set up a Effective SaaS offboarding, consistent and automated to preserve the security, master the costs, and stay in compliance.
Why set up a rigorous SaaS offboarding
The SaaS application lifecycle doesn't stop with buying or deploying. The phase of disabling is just as strategic. When an employee leaves the company, their accesses must be removed quickly to limit computer risks and avoid recurring fees useless. One Mismanaged offboarding exposes the organization to data leaks, of additional costs And compliance issues.
Financial loss due to poor SaaS access management
Keep the unused subscriptions After leaving is like throwing money down the drain. In large structures, dozens of SaaS tools can continue to be billed when no user accesses them. This Fiscal drift can represent up to 20% of SaaS spending, according to analyses by Boza. Set up a clear license discontinuation policy allows you to make immediate savings and to better manage software budgets.
Security breaches when employees leave
A former collaborator who maintains access to your professional tools represents a real risk. Confidential files, CRM, email, databases: all these elements must be secured as soon as the departure is announced. Sans clear revocation procedure, the company is exposed to malicious acts Or accidental leaks. The solutions ofautomation like those offered by Tines allow you to speed up the deactivating accounts without human error.
Regulation and data protection
The RGPD requires rigorous management of personal data. If an employee leaves the company, his digital footprint should be deleted or archived properly. Forgetting this step may result in financial sanctions and harm the repute of your business. Integrate the conformity In theSaaS offboarding So becomes a legal obligation As much as one Common sense measure. The tools ofcontract analysis make it possible to identify the clauses to be respected for each software.
The key steps for effective SaaS offboarding
One standardized process allows you to act quickly, without forgetting anything. Each departure must follow the same steps, regardless of the hierarchical level of the person concerned.
Create an offboarding checklist
One Precise checklist is indispensable. It includes the following tasks: returning the material, transferring files, deactivating accounts, deleting access rights, updating the organization chart, etc. This document ensures a full traceability of the actions carried out, while reducing the risks of forgetting. It also serves as reference for HR and IT departments.
Communicate clearly with the outgoing collaborator
Informing the employee of the planned steps facilitates the cooperation. Attach clear deadlines, explain the tools involved, and ask for a Feedback allows the process to be streamlined. This moment is also an opportunity to retrieve information useful on the use of SaaS tools, to adjust technological choices if needed.
Revoke access and manage licenses
As soon as the departure is announced, all the user accounts should be listed then deactivated. This applies to internal tools as well as third-party platforms. A good follow-up of active licenses Allows you to reassign or terminate quickly unnecessary accesses. One SaaS management tool suchlike Boza greatly simplifies this step.
Automate the process to increase reliability
Automate theOffboarding guarantees fast, consistent and error-free results. It is a powerful lever for IT and HR teams.
Benefits of a SaaS management platform
One SaaS management platform centralizes all information related to software subscriptions : active users, current licenses, connection history. It allowsAutomate repetitive tasks such as deleting accounts or updating accesses. Result: one Time saver, fewer errors and a clear vision of the company's digital environment.
Reducing human errors and saving time
Manual mistakes, such as a forgotten account or a bad deletion, are common. They expose the company to safety issues And of nonconformity. With theautomation, each action is traced and executed correctly, even in case of simultaneous departures. This allows IT to focus on tasks that higher added value.
Process monitoring and documentation
Each action taken during a SaaS offboarding must be Documented : deactivation dates, responsible persons, accesses removed, licenses reassigned. This traceability is useful for internal audits, GDPR checks, and continuous improvements. Tools like Snapcall also offer solutions to follow the digital interactions until the employee leaves.
Optimizing SaaS management after the departure of an employee
Once the departure is effective, the company must continue theoptimization of its SaaS fleet to avoid redundancies and maintain the overall performance.
Analyze usage data to identify possible savings
By examining the utilization rate of the tools, we can easily identify the underused subscriptions or obsolete. This data makes it possible to reduce expenses, adjust packages, and eliminate unnecessary tools. The follow-up of usage indicators contributes to a better budget allocation.
Maintaining an agile SaaS environment
A rigid SaaS system slows down the organization. It is necessary to regularly adjust the panel of software used according to internal developments. This suppleness makes it possible to adopt new, more efficient tools, to avoid duplicates, and better support the teams in their daily needs.
Apply SaaS governance best practices
To maintain control, it is necessary to define purchase rules and clear uses: who can take out a subscription? How do I track costs? Who validates the tools? Of regular audits allow you to remain compliant and to secure access. One solid governance avoid slip-ups and value software investments.
