SaaS User Management Best Practices

SaaS User Management Best Practices

Are you a SaaS beginner? Well, one thing is that your product will require different roles; hence it will be used differently. This is the first step you need to consider because you will need to understand SaaS user management and permissions when handling several applications. As a result, you must know the following:

  • General control access
  • Users are allowed to handle particular actions
  • How to implement web application user management practices.

It may seem a hard task, but as you keep reading, we will give detailed information on what you should do. At Aalpha Information systems, we have helped beginners establish scalable, secure, and high-performance products. Our team will help implement well-though ideas to bring forth incredible software products.

How does SaaS user Management Work?

SaaS user management revolves around your SaaS applications and your people. How each person relates to SaaS application is significant in enhancing productivity and enforcing security measures. The relationship between SaaS applications and people is called the SaaS graph.

Every organization has different key stakeholders that must work together for the benefit of the entire company. All these stakeholders have different goals to achieve as part of the company’s productivity. Through the IT and SaaS management process, all the departments involved are harmonized to ensure the SaaS graph relationship is updated.

Why a SaaS management Platform will Benefit your Company

Before we evaluate the reasons why you should use SaaS user management platforms, ensure the platform has the following elements to improve its effectiveness.

Date for renewal– You must know when your license will expire

Employee’s roles– Define the applications your employees should access. Also, determine if they should be a user, a contract owner, or an admin.

License– Is the license payable or free of charge?

How to use– Determine if the application is to be used scarcely or excessively.

Note: With a small company, it can be easy to control all these records using spreadsheets. However, the company is bound to grow, and sooner, managing will become a hard task. Still, you need to avoid the required constant updates from your end by using a SaaS management platform from the word go. Let’s take the example below for a better understanding.

For instance, your company has over four hundred employees using different applications. Now, creating one directory in a spreadsheet will result in many errors. Besides, it will take you more time, instead of focusing on other goals to improve the company.

Other than simplifying your time and tasks, a SaaS management platform will benefit your organization in the following ways.

  • Getting the right licenses

There is a possibility that different departments can sign for an application separately. Now, you need to cut the subscription expenses. With a SaaS management platform, you can determine how many people want to use a given app, then merge them all into one subscription. This move will cut the cost since you will go for the enterprise plan, which is a bit lower.

  • You get instant termination or renewal of the SaaS apps

While managing your business operation, you couldn’t wish for anything to get you by surprise. As part of early planning, the SaaS platform will enable you to know the time for renewing the app or if you want to terminate the app for effective planning since the platform will always give you the needed alerts.

  • Budget Planning

The SaaS management platform will enable you to understand how users use different applications and determine the number of applications and licenses you have. This will simplify the process of budgeting. Also, through the platform, you can determine the applications that are redundant or used scarcely. You can then get rid of the redundant applications then save money for other companies’ improvement strategies.

Good read: SaaS development costs

  • Enables easy control access to applications

Of course, in any establishment, some applications keep sensitive content that not every person can access. That is why controlling these applications is a significant step. So, with a SaaS management platform, the IT can manage the apps users can access and the ones they cannot access.

  • Track tools used by employees

Once you have a SaaS platform, the employees can easily sign up for applications that can harm your organization in one way or the other. Therefore, you should have a close evaluation of what employees are doing and using while in operations. Once you detect a harmful application, you can therefore remove it easily. This will help to keep your company and all the operations secure always.

SaaS user Management Best Practices

saas management platform

You now know why you need a SaaS user management platform for your company. Apart from that, you need to understand ideal practices that are best for managing a SaaS user platform.

Once you have a SaaS management platform as a solution, what are the procedures you will follow to ensure the system is effective and productive? Consider the following practices for a smooth operation.

  • Always track how the software is being used

You will have many employees using different applications. You must ensure you have the actual stats of how the employees are using a given application to simplify the planning process.

  • Get updates on new software

The purpose of your company is to stay productive always while using the cheapest options available. Since the technology is always advancing, always be updated with new software available at cheaper costs, yet it can perform like an existing software for a replacement.

  • Ease of use

While selecting the front-end design, avoid going for one that will require a lot of technologies to function effectively. Consider the ease of use and user-friendliness of front-end design.

  • Always audit the SaaS tools you are using

Do the tools you have in your SaaS stack effective or costly for nothing? Always check their functionality and reliability overall.

  • Check for software renewals

Ensure you check all alerts to determine the SaaS applications that need renewal to make an informed decision on whether to terminate them or to renew them to avoid inconveniences.

  • Ask help from experts

Sometimes, you can not comprehend everything on your own. What if you assume you are on the right track when you are spending much on the platform? Or what if you doubt a certain procedure? Avoid guessing and reach out to experts like Aalpha Information Systems for advanced help and guidance.

  • Be sure to automate workflows.

Avoid spending more hours on tasks you can easily automate and focus on other productive activities. Check different tools, select the appropriate ones and control the flow of work automatically without necessarily being present.


For the security, scalability, and stability of your applications, you need an instant solution that you can adjust to your preference. Control your employees’ operations with ease without using much effort and resources. That is why getting a SaaS management platform is the way to go. However, don’t forget the SaaS management best practices described above for effectiveness.

Finally, connect with SaaS development company to know SaaS user management best practices!

Also read: SaaS Marketing Best Practices | SaaS Design Principles|

Written by:

Muzammil K

Muzammil K is the Marketing Manager at Aalpha Information Systems, where he leads marketing efforts to drive business growth. With a passion for marketing strategy and a commitment to results, he's dedicated to helping the company succeed in the ever-changing digital landscape.

Muzammil K is the Marketing Manager at Aalpha Information Systems, where he leads marketing efforts to drive business growth. With a passion for marketing strategy and a commitment to results, he's dedicated to helping the company succeed in the ever-changing digital landscape.