How OnLoop Enhanced SaaS Visibility and Boosted IT Efficiency with Josys

When I first met the team at OnLoop, they had all the classic signs of a fast-moving startup that had outgrown its SaaS setup. Their CTO, Jin Hong Chin, and his lean team were juggling dozens of apps, spread across departments, teams, and locations, with no central view of what was in play. They relied on spreadsheets to track licenses, users, and access. Everything was manual, from onboarding and offboarding to compliance prep. It worked, until it didn’t.

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I remember Jin telling me, “We often tried new tools and forgot they were even part of our ecosystem.” That’s when it became clear that this wasn’t just about cleaning up their SaaS stack. It was about giving their team the control they needed to scale confidently.

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The Real Risks We Needed to Fix

The deeper we dug in, the more we saw how much risk was hiding in the cracks. Spreadsheets were out of date the moment they were updated. Offboarding was lagging, which meant ex-contractors still had access to systems. Licenses were stacking up without a clear owner. And with SOC 2 compliance on the horizon, their audit prep was slow and reactive—too much guesswork, not enough data.

Every hour the team spent manually tracking software access was time pulled away from building the business. That’s a high price to pay for a process that still leaves security gaps behind.

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What We Rolled Out with Josys

The first thing we did was get their apps and users mapped out using the SaaS Discovery Dashboard. This gave Jin and his team visibility into everything—active tools, shadow apps, license status. From there, we moved into the License Management Dashboard, where we could finally see which tools were being used, by whom, and what was being wasted.

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With that foundation in place, we introduced Automated Offboarding Workflows. Now, when someone leaves, access gets revoked on schedule. No more “Did we remember to remove them from Slack?” moments. Just clean, consistent processes that take seconds to run.

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For budgeting and cost control, we turned to Spend Overview Reports. This gave both IT and Finance the ability to plan and track without chasing spreadsheets. And with Compliance Review Tools, they could finally prepare for SOC 2 with data that’s audit-ready out of the box.

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One of my favorite moments was when Jin said, “It was super quick to see that information and clean it up.” That clarity and speed are exactly what lean IT teams need.

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Real Outcomes Achieved

Here’s what changed for OnLoop after implementing Josys:

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• Significant reduction in wasted SaaS spend. They quickly identified and eliminated unused licenses, including five that were costing money without delivering value.
• Faster and safer offboarding process. What used to involve multiple tools and manual steps is now handled through one automated workflow.
• Full visibility into their app ecosystem. No more guessing what tools are in use. Everything’s tracked, mapped, and owned.
• Improved collaboration between IT and Finance. With shared dashboards, both teams now work from the same data, making cost planning and vendor conversations easier.
• Hours saved every month on manual access tracking and audit readiness. Instead of chasing spreadsheets, the team now focuses on building smarter systems.

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What We’re Working on Next

We’re already moving into the next phase—rolling out team-level ownership so departments can take charge of their tools. We’re also building in automated quarterly access reviews to lighten the audit load even more. And soon, we’ll layer in proactive provisioning workflows for new hires to make onboarding just as smooth as offboarding.

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A Final Thought

For me, this is the kind of transformation that proves how powerful centralized SaaS management can be. OnLoop didn’t just clean up their stack. They gained back control, reduced risk, and freed up time to focus on what actually drives their business forward. It’s been a privilege to be their partner in that process, and I’m just getting started.

Curious what Josys could do for your team? Book a demo or chat with your Technical Account Manager today.

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