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How to Keep Track of Who’s Using What SaaS App 

How to Keep Track of Who’s Using What SaaS App 

How to Keep Track of Who’s Using What SaaS App 

In the modern digital workplace, SaaS applications are everywhere. Marketing uses HubSpot. Sales relies on Salesforce. HR is in BambooHR. Design teams collaborate in Figma. And IT? They’re expected to keep it all secure, compliant, and cost-effective. 

But here’s the challenge: Do you really know who’s using what SaaS app in your company? 

Most businesses don’t. And that leads to budget waste, security risks, and a lot of confusion. In this article, we’ll show you how to take control. 

At I.T. For Less, we help companies of all sizes manage their SaaS environments. Here’s how you can keep track of every user, every license, and every app. 

Why It’s So Hard to Track SaaS Usage 

Let’s start with the obvious: SaaS is easy to buy. 

You don’t need to involve IT. You just need a credit card. That ease has empowered teams to be agile, but it’s also created a visibility crisis. 

Here’s why tracking SaaS usage is tricky: 

  • Shadow IT: Employees buy and use tools without IT’s knowledge. 
  • Siloed departments: Different teams use different tools, often duplicating functionality. 
  • Poor documentation: There’s no central list of what’s being used. 
  • Changing roles: Employees leave or change jobs but still retain access. 
  • Auto-renewals: Subscriptions renew quietly, even when no one’s using them. 

The Risks of Not Knowing 

1. Security Threats 

Old accounts with access to company data become prime targets for hackers. 

2. Compliance Gaps 

You can’t comply with data regulations if you don’t know where your data lives. 

3. Wasted Money 

You’re likely paying for licenses that no one uses. 

4. Productivity Loss 

Multiple tools for the same job create confusion and reduce adoption. 

Step-by-Step: How to Track SaaS Usage 

1. Start with a SaaS Inventory 

Build a master list of every SaaS app in use across your organization. 

What to include: 

  • Name of the tool 
  • Department/team using it 
  • Owner or admin contact 
  • Number of licenses 
  • Cost per month/year 
  • Renewal date 

You can start this manually with a spreadsheet or use a SaaS Management Platform (SMP) like Torii, Zluri, or BetterCloud. 

2. Involve Department Heads 

Ask team leads to share what tools they’ve approved or purchased. You’ll often uncover tools IT didn’t know about. 

3. Use SSO and Identity Management 

Tools like Okta, JumpCloud, and Microsoft Entra ID (formerly Azure AD) centralize access and show who’s logging into what. 

4. Monitor Login Activity 

Check actual usage data. Many SaaS apps provide dashboards with user logins and activity reports. 

If not, an SMP can help monitor logins across multiple tools. 

5. Set Ownership 

Every app should have an internal owner who is responsible for: 

  • Managing licenses 
  • Reviewing usage 
  • Approving renewals or cancellations 

6. Regularly Audit the List 

Update your inventory every quarter (or monthly, if possible). Remove inactive users. Flag underused apps. 

7. Automate What You Can 

Modern SaaS management platforms can: 

  • Detect new tools in use 
  • Track usage trends 
  • Alert you to unused licenses 
  • Manage renewals and permissions 

Pro Tips from I.T. For Less 

  • Use tags in your inventory to sort apps by team, function, or priority. 
  • Create a SaaS policy that outlines how new tools are approved and documented. 
  • Limit credit card purchases for software. Route everything through a central review. 
  • Set calendar reminders for upcoming renewals. 
  • Incorporate offboarding into IT workflows to revoke unused accounts when employees leave. 

What Success Looks Like 

With the right system in place, you should be able to: 

  • Know what apps are being used company-wide 
  • See who’s using them (and who isn’t) 
  • Cut costs on unused tools 
  • Reduce shadow IT 
  • Improve compliance and security 
  • Simplify onboarding and offboarding 

How I.T. For Less Can Help 

Managing SaaS doesn’t have to be overwhelming. At I.T. For Less, we: 

  • Run SaaS audits 
  • Set up usage tracking systems 
  • Optimize your license costs 
  • Help you select the right SaaS management tools 

We’ll help you see the full picture and take back control of your cloud software. 

Final Thoughts 

The more software your business uses, the more critical it is to track usage and ownership. Without visibility, you’re flying blind. But with the right tools and processes, you can turn chaos into clarity. 

Ready to stop the SaaS sprawl? Let I.T. For Less show you how. 

📧 Contact us | 📞 Schedule a Free Consultation | 🌐 www.itforless.com 

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