How Everway tamed SaaS sprawl and automated access governance with 1Password

40 hours saved by automating onboarding for 238 employees

150+ third-party app connections secured

Zero-touch credential sharing across a post-merger workforce

Outcomes

• Optimized SaaS environment by replacing manual investigations with automated workflows and proactive security detection.

• Reduced manual IT workload through automated onboarding, offboarding, access requests, and access reviews.

• Reduced credential exposure risk for a global traveling workforce through advanced EPM controls, including Travel Mode.

• Modernized access sharing by replacing spreadsheets with secure, self-managed shared vaults, giving teams safer and more efficient collaboration.

• Gained greater control of SaaS apps and more visibility into app ownership.

• Streamlined budget and optimized SaaS spend with centralized, searchable SaaS contracts.

• Improved compliance and audit readiness with centralized access reviews and complete, auditable evidence.

1Password SaaS Manager is my favorite part of the 1Password journey. It’s saved us significant time, money, and resources.

Joe Mailey
Senior IT Manager at Everway

Challenges: Scalability met sprawl

Global software company, Everway, was founded in 1996 with a mission of building intuitive technology that removes barriers to access, helping to build more neuroinclusive classrooms and workplaces. The company designs tools for every kind of mind, empowering everyone to better understand and be understood.

Following a period of rapid growth and strategic M&A, Everway’s digital footprint expanded significantly. While empowering teams to adopt their own tools drove speed and innovation, it also introduced Saas complexity that outpaced IT’s centralized oversight and ability to manage security risks at the same speed. 

Driven by this rapid expansion, Everway faced several key scaling challenges:

• Lack of visibility into SaaS ownership: Without clarity on who owned each application, IT struggled to manage licenses, coordinate support, or enforce accountability.

• Unmanaged SaaS spend: Lack of insight meant the team couldn’t optimize contract renewals and licensing or eliminate redundant apps. 

• Uncontrolled security risk: Shadow IT created blind spots, reducing IT's understanding of where data was stored and how it was being protected.

• Insecure credential sharing: Teams frequently relied on spreadsheets and manual methods to share critical service accounts, increasing the risk of credential leaks.

• Compliance complexity: Limited insight into SaaS usage made it difficult to maintain audit readiness and confidently meet ISO requirements. 

• Manual, inefficient processes: License management, access provisioning, onboarding and offboarding, and contract oversight relied heavily on spreadsheets and email, driving up administrative burden, cost, and risk.

Laying a secure foundation with Enterprise Password Manager

To strengthen credential security and replace manual password-sharing workflows, Everway first deployed 1Password Enterprise Password Manager. The impact was immediate, particularly in how teams managed shared service accounts.

Using shared vaults, Everway enabled departments across the organization to securely organize, share, and manage access independently. This reduced administrative burden on IT while giving teams the flexibility to manage credentials within their own workflows.

Shared vaults allowed our users to step away from traditional spreadsheets and sharing passwords to managing them and organizing them without the need for IT intervention.

Joe Mailey
Senior IT Manager at Everway

Everway also relies on Travel Mode to help protect employees who travel frequently across the globe, ensuring sensitive data remains secure while on the move. To further strengthen security beyond the workplace, the company extended the 1Password Families benefit to employees, helping them adopt stronger security practices at home and reducing the likelihood that a personal account compromise could impact corporate systems.

Driving efficiency and security with SaaS visibility

To gain control of SaaS sprawl, Everway decided to implement a centralized SaaS management platform. Already a 1Password Enterprise Password Manager customer, expanding into 1Password SaaS Manager was a natural next step to track SaaS usage, reduce risk, and unlock savings. 

When they deployed the platform, Everway's IT team gained an immediate, comprehensive view of their software footprint by leveraging existing Google and Microsoft sign-in data. Beyond its powerful discovery features, the platform's intuitive UI made it significantly easier to adopt and navigate than legacy alternatives.

Everway’s first priority was to automate the employee lifecycle. With automated onboarding and offboarding, Everway ensures:

• New hires receive the right SaaS access on day one

• Access is automatically revoked when employees depart

• Orphaned accounts and lingering access risks are reduced

These workflow automations have drastically reduced operational overhead and security risk, making it fast and reliable to revoke access when needed. 

Since implementing 1Password SaaS Manager, Everway has onboarded 238 employees, saving an estimated 10 minutes per person. This totals 40 hours of IT time, equivalent to a full work week. Offboarding is now fast, auditable, and policy-driven instead of being dependent on manual checklists.

Automated workflows help us simplify onboarding, offboarding, and other repeatable IT tasks, ensuring accuracy and timeliness and freeing us to focus on other priorities.

Joe Mailey
Senior IT Manager at Everway

Managing all assets in the IT ecosystem

1Password SaaS Manager also transformed Everway’s approach to IT asset management. Using the IT Asset Management feature, the team replaced manually updated spreadsheets with a centralized, people-centric register of all IT hardware, from laptops and monitors to network gear. Each entry in the register includes key details such as device type, manufacturer, serial number, purchase data, warranty expiration, and expected lifespan. The IT team can also define custom fields to track organization-specific attributes, such as encryption status, installed OS, or tax details.

IT now has complete, real-time visibility across offices and legacy hardware acquired through mergers, strengthening control in a hybrid, multi-site environment. With 1Password SaaS Manager, every device is now part of a broader employee record that connects people, apps, and assets.

1Password SaaS Manager is also central to Everway’s compliance readiness. Everyway’s IT team uses the solution to demonstrate onboarding, offboarding, and high-risk access controls directly to auditors. Incorporated into ISO audits, 1Password SaaS Manager simplifies documentation and provides clear, defensible proof of compliance. 

Lower app risk with proactive detection

Unmonitored third-party apps and browser extensions can introduce unexpected security complexities. While some stem from shadow IT or shadow AI, the vast majority are innocent connection requests made by employees looking to streamline their daily work. “In most cases, these app connections aren’t malicious - users often don't realize they're granting account permissions when connecting a new tool," explains Joe Mailey. 

Through 1Password SaaS Manager’s SaaS Discovery feature, Everway’s IT team gained clear visibility beyond standard Single Sign-On (SSO), surfacing ecosystem integrations that were previously invisible. Automating this discovery process allows IT to assess OAuth permissions, evaluate app security, and maintain robust governance without creating friction for employees. To date, Everway has brought over 150 third-party app connections under active IT management. 

Before 1Password SaaS Manager, we lacked automated visibility into third-party app integrations across our environment. Now, real-time alerts allow us to instantly review app permissions and ensure every tool meets our security standards.

Joe Mailey
Senior IT Manager at Everway

Centralizing SaaS spend and optimizing contracts and licensing

Managing SaaS spend across multiple business units naturally became more complex as Everway expanded. Instead of relying on scattered folders and thousands of email threads, Everway now centralizes contracts in 1Password SaaS Manager. Applications are clearly marked and labeled, and AI extracts key contract details, eliminating manual data, saving time, and improving accuracy.  

Centralization gives IT and Finance a clear, accurate view of SaaS spend, eliminating the need for rough estimates and manual reconciliation. 1Password SaaS Manager's visibility into application activity also allows IT to automatically detect inactive users and reclaim or downgrade their licenses, reducing expenses and improving cost controls.

Today, budget visibility tied to contracts provides clear insights into how much is being spent and where.

Joe Mailey
Senior IT Manager at Everway

Simplifying IT management across mergers and acquisitions

The combined value of 1Password EPM and SaaS Manager has been driven home in Everway’s high-growth, post-merger environment. 

A major piece of this success is the unparalleled support provided by 1Password. Whether navigating the initial deployment or tackling the complex task of merging distinct corporate workspaces during an acquisition, Everway credits 1Password’s support team as being unmatched across the entire SaaS industry.

Says Mailey, “This has been a lifesaver for mergers. It’s made mergers and acquisitions and everything in between so much easier.”  

Two years in, 1Password has become a foundational tool for IT operations, reducing manual work and enabling the small team to manage a complex environment with confidence. And its value continues to grow: With the ongoing integration of new, beneficial features, Joe Mailey says, “The longer we work with 1Password, the more time we save.”

In my mind, there’s no other tool that saves IT more time, or that’s worth more.

Joe Mailey
Senior IT Manager at Everway