Save on SaaS Costs with User Access Management & Monitoring

Have you ever checked how many employees in your company still have access to software they don’t use? Or worse, how many former employees still have active licenses? If you’re not paying attention, you could be throwing thousands of dollars away every month on unused SaaS subscriptions.

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Most businesses today use dozens, sometimes hundreds, of SaaS tools. While these applications help streamline operations, they also create a hidden problem: unmonitored access and unnecessary costs. Without a solid User Access Management (UAM) strategy, companies end up paying for licenses no one needs, funding shadow IT, and letting old subscriptions accumulate.

Understanding SaaS Cost Optimization & User Access Management (UAM)

User Access Management in SaaS is all about controlling who gets access to which tools and for how long. It’s not just a security measure; it’s a financial strategy. Giving the right people access at the right time ensures you’re only paying for what’s actually being used.

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Key elements of effective UAM include:

• Role-Based Access Control (RBAC): Ensures employees only have access to the tools necessary for their job.
• License Tracking and Rightsizing: Identifies unused licenses and downgrades users who don’t need premium features.
• Access Reviews and Automated Deprovisioning: Regularly checks user activity and removes inactive accounts to cut unnecessary costs.

How Poor User Access Management Leads to SaaS Waste

Neglecting UAM doesn’t just create security risks; it burns money fast. Employees who leave or switch roles often keep access to software they no longer need, driving up costs. Shadow IT—where teams sign up for SaaS tools without IT approval—leads to duplicate subscriptions and security gaps. 

Without centralized oversight, companies end up paying for the same tool multiple times across different departments. These problems compound quickly, turning SaaS spending into a black hole of waste.

Strategies for SaaS Cost Savings Through UAM & Monitoring

• Automated Provisioning & Deprovisioning: When employees leave or no longer need an app, access should be revoked instantly. This eliminates the risk of paying for inactive licenses.
• Regular Access Audits: These help IT teams spot unused accounts, allowing them to eliminate excess licensing costs. Without routine checks, inactive users can pile up, silently increasing expenses.
• Real-time Monitoring: It simply provides a clear picture of app usage. Instead of blindly renewing software licenses, companies can make data-driven decisions on whether to continue, downgrade, or cancel subscriptions.
• Role-based Access and the Least Privilege Principle: It prevents employees from being assigned costly premium-tier licenses they don’t need. By ensuring that only necessary users have access to expensive tools, companies can significantly cut SaaS expenses.

How Josys Helps with UAM & Cost Optimization

Josys simplifies and effectively manages SaaS costs. Its license utilization insights help track real-time usage, ensuring companies don’t pay for underutilized tools. Shadow IT detection identifies unauthorized subscriptions and integrates them into a controlled workflow, reducing security risks and unnecessary spending.

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Automated deprovisioning cuts costs by instantly revoking access for departing employees, while the centralized dashboard gives IT and finance teams full visibility into SaaS spending, access control, and compliance. Josys also simplifies access audits and user feedback surveys, allowing organizations to check in with employees about unknown apps or underused licenses.

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With access request automation, employees can request app access through a custom portal, where managers can review and approve licenses based on pre-set policies. This prevents unnecessary software purchases and keeps costs under control.

Conclusion

If your company isn’t actively managing user access, you’re wasting money. Tightening access controls, automating provisioning, and regularly reviewing licenses can save thousands in SaaS costs. Josys takes the hassle out of UAM, giving you the tools to optimize software spending and improve security.

Want to see how much you can save? Contact us for a demo and take control of your SaaS costs today.

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