The Challenge:

Streamlining SaaS Management with Limited IT Resources As OnLoop’s use of SaaS applications grew, the company struggled to manage their expanding portfolio and found that the apps that had been adopted by the business at one point or another were creating significant risk for their business. "We often tried new tools and forgot they were even part of our ecosystem," says Jin Hong Chin, OnLoop's Chief Technology Officer. The distributed nature of OnLoop's team added complexity to managing access to these tools. "We started off using spreadsheets to track access and software licenses, and I found it to be very tedious and prone to becoming out of date," Jin explains. Onboarding and offboarding employees and contractors became particularly cumbersome, with the manual process creating delays and security gaps. To compound the issue, OnLoop had been working toward achieving SOC 2 compliance, which required stricter control over software access and documentation. The company needed a solution that would not only improve SaaS management, but also support maintenance of its compliance efforts and audits for the long term.

The Solution:

After evaluating several solution providers, OnLoop selected Josys as their SaaS Management Platform due to its flexibility, cost-effectiveness, and suitability for startups. Unlike many enterprise-focused solutions, which were either too complex or costly for smaller organizations, Josys provided the perfect mix of features for OnLoop’s needs. Josys immediately addressed OnLoop's challenges by centralizing their SaaS management visibility and processes. "What I really liked was the ability to provision and deprovision directly from Josys without having to jump into other tools," says Jin. This allowed the team to manage onboarding and offboarding seamlessly, ensuring that employee and contractor access to critical systems could now be controlled and secured.

"We now have a more relaxed posture for trying out new software, knowing that Josys will help us monitor usage and compliance"- Jin Hong Chin, CTO, OnLoop

Seamless Deployment and Integration

OnLoop was able to easily integrate all of their user profile information and SaaS data into the Josys platform within three days. The integration process was intuitive, with detailed documentation that enabled the team to quickly sync all software licenses and hardware assets into the system. "The learning curve was minimal, and the Josys support team was responsive, resolving any issues quickly," Jin notes. Josys quickly identified and rectified several unused licenses and unauthorized access points during the onboarding phase. "It was super quick to see that information and clean it up—super helpful," Jin recalls. Within days, OnLoop reclaimed 5 unused licenses and revoked access for over 10 contractors who no longer worked with the company, improving the security posture of their SaaS environment.

Looking Ahead: Josys Powers Future Growth at OnLoop As OnLoop continues to scale, they foresee Josys playing an important role in managing their expanding SaaS portfolio. With Josys, OnLoop can confidently monitor SaaS adoption, ensuring that the tools used by their team are optimized for both efficiency and security.

Key Outcomes: Greater Efficiency, Reduced Costs, and Improved Security

With Josys in place, OnLoop saw significant improvements in their SaaS management and IT efficiency:

Streamlined IT Operations: Josys allowed OnLoop to automate many previously manual tasks, such as employee onboarding and offboarding. By consolidating software license management into one platform, the team no longer had to rely on out-of-date spreadsheets. This shift freed up valuable time, enabling the team to focus on more strategic initiatives.

Cost Optimization: Josys provided visibility into OnLoop’s SaaS environment, allowing the identification and elimination of underutilized and redundant licenses. This proactive approach resulted in notable cost savings. “We’ve saved quite a bit on unnecessary licenses and consolidated device management costs,” Jin says. Josys also helped OnLoop manage its hardware assets, further reducing the need for separate tools to track device allocations.

Improved Security and Compliance: Josys strengthened OnLoop’s security posture by ensuring that software access was promptly revoked when employees or contractors left the company. The platform’s immutable system provided auditors with clear and reliable data, supporting OnLoop's efforts to maintain SOC 2 compliance. "For me, it takes the worry off the audit process," says Jin, highlighting how Josys played a critical role in ensuring that OnLoop’s access management aligned with security standards.

Looking Ahead: Josys Powers Future Growth at OnLoop

As OnLoop continues to scale, they foresee Josys playing an important role in managing their expanding SaaS portfolio. With Josys, OnLoop can confidently monitor SaaS adoption, ensuring that the tools used by their team are optimized for both efficiency and security.