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The age old method of keeping track of who has access to different applications is typically a spreadsheet. People on the left, and apps on the top. A new person comes or goes, and you update the spreadsheet. Easy enough, right? 

Except that your head of engineering gave Jira access to someone and forgot to tell you.

And then there was that time that you were on vacation and didn’t get to personally handle offboarding, so who knows what did or didn’t get deprovisioned. Oh, and of course, there’s that one contractor who just needs access to a few things — wait, are they still doing work for you?

Suddenly what you’re calling access management doesn’t feel reliable. 

In 2024, it’s time to ditch the spreadsheet in favor of technology that makes your life simpler. Today, we’re excited to introduce Access Grid for YeshID, the only identity and access management platform purpose-built for companies running in Google Workspace.

Access Grid might look like what you’re used to, but it’s much more powerful and easier to maintain. By reducing the orchestration of access management, we make it easier to be efficient and compliant. 

Here are three reasons to ditch your spreadsheet this year.

  1. A spreadsheet is static.

Your spreadsheet is just that — a spreadsheet. It’s simply a list you have to maintain. Your spreadsheet doesn’t automatically send an email or remind someone of a provisioning task.  Updating a field in Access Grid, on the other hand, kicks off a workflow, allowing you to track access as it’s being granted or revoked. 

When you check a box to indicate that a user should have access to an app, a task is automatically created and assigned to the administrator of the app. Access Grid shows a grayed box, indicating that it’s still to be provisioned. Once the administrator confirms that they’ve granted access, Access Grid is automatically updated. 

  1. A spreadsheet is manual.

Unlike with your spreadsheet, Access Grid has the ability to automatically identify users for commonly used applications that YeshID is integrated with. That means you don’t have to manually input who has access to your organization’s instances of Slack, Notion, and Hubspot. Depending on the size of your organization, this can save tons of time. 

  1. A spreadsheet is “all you.”

Access Grid’s centralized workflow makes your spreadsheet a living access table — and that means it’s not solely on you to ensure it’s always current. Once you kick off that workflow, you can set, forget, and let Access Grid handle the rest. By automating requests to your internal application owners, you can take yourself out of being the middleman. 

Ditch your access management spreadsheet

The spreadsheet method had its day, but you can see how it might prevent SMBs from leveling up and even unintentionally add operational, technical, and security debt to take care of later. What’s more, access management isn’t just about ensuring internal accuracy. It presents a security and compliance risk as well. 

If you’re ready to ditch the spreadsheet for a more streamlined way to onboard/offboard and a more secure way to manage app access, look no further. YeshID is SOC II compliant, in the Google Workspace Marketplace, and has a big ol’ DELETE button if you decide it’s not for you. Learn more