3 Key SaaS Management Processes to Automate

3 Key SaaS Management Processes to Automate

SaaS management is an IT need that can’t go ignored. If you’re managing a growing list of SaaS apps, here are three ways you can automate the process.

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When it comes to SaaS management, automation is your best friend. Why? Because it saves you time and keeps recurring processes running smoothly. 

Luckily, not everything needs to be handled manually. This is especially true as you manage an increasing number of SaaS tools and need a reliable way to keep track of it all. 

There are emerging solutions to SaaS management as more companies ditch their legacy systems for cloud-based solutions to manage a majority of their processes. Needless to say, it’s an exciting time in the SaaS management space, but more on that later. 

What are your goals when you think about managing your SaaS tools? It might be creating better processes that save money, or perhaps you simply need a better approach to your current process. 

In this article, we’ve put together three SaaS processes you can start managing with automation and the help of tools like Multiplier. 

1. License management

License management is a key part of SaaS management. Unfortunately, you can’t just sign off on a SaaS license and call it a day. There’s ongoing maintenance to think about.  As your list of SaaS tools grows, licenses either expire or are up for renewal yearly. As these revisions and renewal dates compound without a reliable system to take care of them, it’s easy to see how this inevitably ends up in disaster. 

Will you need to renew that one license from that one tool that employees rarely use? Is there a way to reduce your SaaS spend by only paying for the tools your team is actually using and getting rid of the ones that sit idle? Maybe you can negotiate your SaaS license based on other factors? 

It’s questions like these you can easily answer when you have a license management process in place. Preferably one that’s automated. Multiplier makes it possible to create an end-to-end process to help you take care of your SaaS licenses. 

What does this look like in action? It starts with first integrating higher visibility into all your SaaS apps. The metadata, what changes were made when and by who, or even app usage can all be tracked in one place. Keeping accurate, organized records of information minimizes security breach vulnerability. It also keeps your SaaS app management process tight. 

That way you know exactly what license data you’re working with and what updates or revisions are coming up. Using Multiplier to ensure you’re taking care of your SaaS licenses ensures you ditch the ineffectiveness of an Excel spreadsheet. 

2. The onboarding and offboarding process

SaaS management automation

Onboarding and offboarding employees securely and quickly can get out of hand without an established process where SaaS apps are concerned. The solution? You guessed it. An automated process you can rely on, even if things get busy.

We’ll discuss usage access and permissions below. But that’s an important part of the onboarding process that doesn’t have to take forever. Another onboarding and offboarding process to consider is the ability to audit all your changes and ditch the old spreadsheet for managing things.

Were you able to onboard employee X to X, Y, and Z apps during the onboarding process? It’s questions like these that you can answer with an established centralized source of information. When it comes to offboarding, one of the biggest tasks to take care of is ensuring ex-employees no longer have access to potentially sensitive information or additional SaaS app usage. 

This becomes increasingly important for remote employees. There are additional security measures to take seriously that shouldn’t be overlooked. 

You want to automate the onboarding and offboarding processes as much as possible without adding extra work to your plate. A tool like Multiplier, especially if you use Jira, can help you achieve this. 

3. Usage access and permissions

The more employees your company manages the more overwhelming the long list of access requests can get. As with a lot of other things in life, the solution is a reliable automation process that can safely grant user permissions to anyone that needs it. 

One approach can be to reduce context switching. In other words, instead of having to switch between tools to enter data or change permissions, you can do it all from one place. This reduces confusion and time spent on administrative tasks. Paired with the ability to manage attributes and assign group memberships, you’ll be well on your way to minimizing time-consuming manual tasks. 

The problem is that there isn’t always a straightforward way to route approvals to managers. This is where a tool like Multiplier shines. Multiplier helps you manage user permissions and also helps: 

  • Administer user requests within Jira
  • Automate access requests
  • Route approvals to managers
  • Audit all of your changes
  • Check out usage reporting

Of course, it’s also able to do this within the parameters of cloud security best practices. The platform uses 256-bit encryption and HTTPS / SSL to securely transmit data. For instance, you can automate group assignments in Jumpcloud from Jira using Multiplier after a short setup process. 

From there, it’s simply a matter of managing your approval automations within Jira whenever it’s needed. Which should take minimal time to maintain whenever necessary.  Just like that, you can shave a noticeable amount of time off your SaaS management process. Teams no longer have to deal with delays to access permissions and being locked out of necessary information. As you automate the permission process, efficiency inevitably increases. This means a happier IT department, and an ever happier team of employees. 

SaaS management is paramount to IT success

Your SaaS management process doesn’t have to be a huge hassle. You don’t have to slug through a ton of access requests, backed-up tickets that need approvals, or a fussy Excel sheet that does the bare minimum to keep you organized. 

The key is to onboard a SaaS management tool that helps you manage them all. Sounds very meta, we know. But without one, you run the risk of running an unoptimized process that helps no one and confuses everyone. If you’re using Jira, your best bet is integrating Multiplier as part of your management process. From there, it can be smooth sailing once you take the time to set it up. 

Why? Because it was specifically designed for businesses to stop drowning in a sea of access requests and overpriced SaaS vendor licenses. This way, you reduce the strain on IT by streamlining how you take care of business. Not to mention, you’re able to better serve your team and free up time to focus on higher ROI tasks. 

Hungry for a real SaaS management tool that’ll help cut the time you spend managing them in half? Start with Multiplier here.

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