Streamlining SaaS onboarding and offboarding

Onboarding and offboarding are two of the most important and frustrating jobs IT owns. When onboarding works, new hires are productive on day one. When offboarding is done correctly, access is removed cleanly, data remains protected, and audits are much less painful. When either breaks down, the consequences appear quickly: lost productivity, security gaps, wasted spend, and hours of manual cleanup.

The problem is that the tools most teams rely on weren’t built for how work actually happens today.

Why onboarding and offboarding break down

Modern environments run on SaaS, and not all of it lives behind SSO. Employees join with different roles and access needs. Contractors come and go. They leave with accounts scattered across dozens of apps, some managed, many not. Teams adopt tools faster than IT can integrate them.

In theory, onboarding and offboarding should be simple lifecycle events. In reality, they’re fragmented workflows held together by tickets, checklists, and tribal knowledge, all because the tools we have don’t support how modern work happens.

SSO helps, but it doesn’t finish the job. SSO  is great at granting and revoking access to the apps they actively manage. But what about the licenses themselves? What about the apps outside SSO? Those apps may contain sensitive data that will persist without oversight. 

Manual steps introduce risk. Every offboarding step that must happen manually is a chance to miss something. When this happens, orphaned accounts linger, and licenses keep billing, all resulting in additional costs and access risks.

IT ends up as the bottleneck. Anyone who’s worked in IT knows the pain of onboarding becoming a ticket backlog. They also know that offboarding can become a race against time. In other words, IT becomes a cost center that closes out tickets instead of driving strategic impact. 

The biggest issue is that none of this scales. With the current tools available, onboarding and offboarding become a manual slog that IT teams must deal with every day

What good onboarding and offboarding actually look like

Onboarding and offboarding are really about consistency, speed, and confidence. It’s about your ability to provision and deprovision access to tools easily and predictably, whether or not they're managed by SSO. Getting to that outcome has a few key requirements: 

Onboarding must be fast and predictable. New hires should get the right access on day one. Approved apps should be easy to find and request, and access should be provisioned automatically.

Offboarding must be complete, not partial. Access should be removed everywhere. Licenses should be reclaimed or reassigned. There should be communication with managers on how to handle files and inboxes for business continuity. And there should be a clear audit trail showing it all happened.

How 1Password helps simplify onboarding and offboarding

1Password SaaS Manager helps IT ensure that onboarding and offboarding are complete, automated, and matches today’s SaaS reality.

• Continuously discover every app employees use across the organization, including unmanaged and shadow IT. This visibility ensures that onboarding and offboarding workflows are based on the apps actually needed and in use.

• Automate onboarding/offboarding workflows across apps. Licenses are reclaimed. Files and folders are transferred to managers. Nothing slips through the cracks.

• Reduce manual work by replacing ticket-based, manual checklists with automated workflows. 1Password SaaS Manager helps IT teams offboard employees in minutes, not days, while maintaining a clear, auditable record of every action.

• Protect productivity without slowing teams down, ensuring that employees get the tools they need to do their jobs on day one. 

Onboarding and offboarding shouldn’t rely on checklists

IT teams shouldn’t have to double-check spreadsheets or hope nothing was missed when someone leaves. Onboarding and offboarding are foundational processes that should be reliable by design. With the right visibility and automation, IT can move faster, reduce risk, and spend less time cleaning up after access decisions made months ago.

When onboarding and offboarding work as they should, everyone starts—and leaves—on the right foot.

You can learn more about how SaaS Manager can make you an IT hero in our upcoming webinar, or start getting control over your license usage today with a demo of SaaS Manager.