Effective user management allows people to access resources while protecting the security and integrity of data and IT infrastructure. With the rise of remote work and cloud-based applications and infrastructure, user management is a foundational security measure.
User management also streamlines the process of creating, controlling, and deleting user accounts, lightening the administrative burden on your IT team. It simplifies regulatory compliance, scales with your growth, and provides a better user experience.
This article will cover what user management is and how it has evolved, as well as the benefits and how you can implement effective user management strategies in your organization.
What Is User Management?
User management is your system for handling user accounts, including creating them, controlling their privileges, and deleting them when they’re no longer needed. It balances users’ needs with organizational security.
Due to increased cybersecurity attacks and regulatory pressure, businesses are implementing Identity and access management (IAM) to improve their cybersecurity posture. IAM is a framework that includes processes, policies, and technologies for managing digital identities. User management is a subset of IAM that can help you perform the following IAM functions:
- Identifying and authenticating users
- Managing access by assigning roles and permissions
- Tracking user activities to detect unauthorized access
- Enforcing policies related to user access and activities
Evolution of User Management
User management, which used to consist solely of easily guessable username-password combinations that granted wide lateral privileges to a system, has matured into a perimeterless model that incorporates mobile devices, Internet of Things (IoT) devices, and artificial intelligence (AI) for dynamic, scalable security processes.
Traditional On-Premise Identity Providers (IdPs)
The earliest user management systems, like Active Directory, were physically located within an organization’s IT department. This on-premise model worked well within a perimeter-based security model, where users primarily accessed their accounts at the office and setting up a “fence” to protect the devices that were physically connected to your network was a reasonable security practice. However, user management was handled manually and required a significant amount of administrative oversight.
Cloud-Based IAM
As software-as-a-service (SaaS) models became more popular and remote work moved employees and their devices off-site, organizations transitioned to cloud-based IAM, such as Entra ID, ForgeRock, and Google Workspace. This shift provided more flexibility and scalability, and it was cost-effective. Without the need to invest in a prohibitively expensive on-premise setup, even smaller businesses could implement secure user management practices such as encryption, multifactor authentication (MFA), and continuous monitoring.
Advanced Modern User Management Services
Today’s user management services have continued to add features to combat sophisticated cyber threats and integrate with other systems. Many are capable of linking multiple identity providers and trust frameworks and can analyze user behavior to spot anomalies that could signal security threats. By including AI algorithms and automating many processes, modern user management systems are easier and more secure than past versions.
Key Functions of User Management
As a core function of IAM, a user management system includes features to provide the right people with the right resources at the right time for the right reasons. It also includes functions to foster compliance with major cybersecurity and regulatory frameworks.
User Onboarding and Offboarding
When new employees or customers need access to your network, the user management system can set up new accounts and provision them with the necessary resources. For employees, the system can integrate with HR to set up new accounts and grant access based on their roles.
When users leave the system, an offboarding process revokes access and deletes accounts so they can’t be used by malicious actors to breach the network.
Role-Based Access Control (RBAC)
RBAC grants users access based on their jobs. Not everyone in an organization needs to access the same resources. A salesperson might need to see information about customers, while a data scientist would need to be able to manipulate the core database. When someone changes roles within an organization, their access will automatically be updated to reflect the resources they need. This principle of least privilege is fundamental to an effective cybersecurity posture.
It includes the following steps:
- Defining roles based on job functions
- Tying access to roles rather than individual users
- Automatically adjusting access as roles change
Profile Management
User management platforms include features for managing user data, such as name, contact information, job title, and department.
Audit Trails and Monitoring
Auditing and monitoring capabilities let you track users’ activities and log-in attempts so you can detect and respond to security issues in real-time. For some companies—such as publicly traded ones—this is a regulatory requirement. For all organizations, it’s a best practice and helpful during incident response and postmortem.
Automated Workflows
Automation is another cybersecurity best practice that’s being incorporated into almost all business operations. Particularly in cybersecurity, there are too many moving parts to stay on top of everything manually. Automating workflows such as user provisioning, access requests, and lifecycle management helps eliminate human error, in addition to freeing up your IT team for more high-value tasks.
Integration With Other Systems
To be effective, your user management platform needs to seamlessly integrate with your other systems, such as HR systems, communication platforms, directories, and more. By leveraging sources of truth like HR systems, user management can automatically populate user attributes and define roles, ensuring consistency and accuracy across the organization.
Password Policies
Strong and unique password requirements can be set for all users. You can also set minimum length and complexity, expiration periods, and recovery processes to meet your organizational standards.
Notifications and Alerts
You can set up alerts to notify administrators and users about triggering events, such as access attempts, security issues, and policy violations.
Benefits of User Management
User management simplifies the governance of identities and user access within your organization. By acting as a gatekeeper and granting access only to those with authenticated and authorized credentials, user management protects the integrity of your systems and data without undue friction for users. The benefits of implementing user management include the following.
Enhanced Security
Controlling who has access to your systems and applications is a baseline security measure. User management allows you to block unauthorized users from specific applications while allowing them to use the ones they need to do their jobs. It also improves security through password policy enforcement, least-privilege access, and adherence to data protection regulations.
Improved User Experience
When people run into friction while using an application, they’ll try to find a way around it. Because of this natural tendency, it can seem like security and the user experience are at odds. And while it’s true that security measures such as multifactor authentication can cause frustration for people, user management can also improve the user experience through a user-friendly registration interface and options such as single sign-on (SSO) or passwordless authentication.
Improved Efficiency and Reduced Administrative Costs
A user management platform can reduce administrative costs by automating many of the tasks associated with implementing identity and access management. It relieves your IT department of much of the burden of manually resetting passwords and individually assigning access restrictions. Consolidating user accounts into a single system also minimizes the redundant work of handling multiple systems.
Better Compliance With Software Licenses
Software companies often price their licenses based on the number of users. User management efficiently tracks who’s using a specific license and how many licenses you’re using at any given time. The system can automatically allocate licenses based on roles so you can optimize your package and avoid violating your license agreements.
Modern Trends in User Management
As cybersecurity has evolved in response to new ways of working with and accessing data, user management has changed to reflect these priorities. Some current trends in user management include the following.
Zero Trust Security
“Never trust; always verify” is the backbone of Zero-Trust security. Implementing a Zero-Trust security framework requires all users to be continuously authenticated and monitored while they access applications, systems, and networks. Unlike traditional security models, which are based on the “trust but verify” principle, Zero-Trust doesn’t automatically trust devices or users situated within an organization’s perimeter.
Passwordless Authentication
Even in 2024, when most reputable applications enforce at least basic complexity and length requirements for setting passwords, the most common password is “123456.” People don’t like following secure password procedures. Unique, complex passwords are difficult to remember and hard to use — two traits that also make them more secure. Passwordless authentication measures such as one-time codes, proximity badges, and biometric log-ins create a more secure authentication process without adding friction for users.
Product-Led Growth (PLG)
As a marketing strategy, product-led growth can drive exceptional results for digital applications. The core of a PLG strategy is creating a product that’s so compelling that it inevitably attracts and retains users. This is impossible without effective user management since security and a user-centric design are necessary elements for a product to go viral. No one raves about an application that’s clunky and difficult to use.
Increased Complexity
As the digital landscape becomes more complex — with increased attack surfaces and regulatory requirements — so do the tools you need to manage the different working parts of your digital infrastructure. Even the most skilled and well-equipped IT teams need third-party tools to implement compliance and cybersecurity best practices. Third-party user management tools automate and enforce these best practices so your system is more secure and your IT team can focus on high-value activities rather than repetitive tasks.
Implementing User Management Solutions
IAM includes multiple processes and policies for handling user management. There’s no single best type of user management solution. The best option for your organization will depend on factors such as size, number of users, types of licenses, physical premises, and how users access your system. Although many user management solutions offer similar services, there are significant differences in how they’re hosted and the amount of control you have over the back end.
On-Premise IdP
An on-premise identity provider is hosted on your data center servers. This option can be good for large businesses that have ample on-site space and fully staffed and highly skilled IT teams. With an on-premise solution, you have complete control over the solution. You can customize the features and have more options for data management and security. Your team can also tailor the integrations with the systems and applications you currently use.
Cloud-Based IAM
Identity-as-a-service (IDaaS) solutions are cloud-based and managed by third-party vendors. They’re simpler than on-premise solutions and cost less to set up and maintain. Since they’re priced as a subscription, they’re usually more cost-effective for small businesses that may not have the resources to invest in on-premise options.
As with other outsourcing options, IDaaS provides expert services without the expense of hiring in-house professionals and procuring physical equipment. However, it’s not just for startups and small businesses. Enterprises also use IDaaS — often in conjunction with on-premise solutions. As most organizations move to hybrid environments, they need a combination of user management solutions.
User Management Services
Different types of user management software provide a range of features, from fully customizable services to cookie-cutter functionality. Some common services include the following:
End-to-End Log-In Processes
Complete, end-to-end log-in processes cover every action required from the time a user attempts to log in until they gain access to the resources they need, including authentication, authorization, session management, and audit logging.
Multi-Tenancy Support
Cloud-based user management services offer a multi-tenancy architecture — the ability to accommodate multiple users under one architecture. This allows them to serve different user groups without compromising security. Each group’s data is separated and protected from the other groups to maintain privacy and security.
Self-Service Account Management
While user management-as-a-service provides the platform, there are also self-service options that allow you to create and manage profiles and handle access requests and account recovery. You can also manage your preferences and notifications through your account. These features help reduce support costs for services your team can handle on its own and improve the end-user experience since it eliminates a service layer.
User Management in the Cloud
Given the widespread adoption of cloud solutions, most organizations will handle at least some aspects of user management in the cloud. While cloud-based solutions are convenient and cost-effective, they also present unique challenges, primarily related to security, data privacy, and siloed systems.
Challenges and Solutions for Managing Users in Cloud Environments
Most businesses use multiple cloud-based systems, many of which include internal user management tools. This can lead to a fractured IAM system that’s redundant and scattered. Bringing all of your applications under a comprehensive user management platform unifies your IAM and allows you to manage user identities consistently and securely.
An overarching user management system can also simplify your data protection and security compliance through integrated tools that enforce standards across multiple environments.
Identity and Access Management vs. Resource Access Management (RAM)
IAM and RAM can overlap, but they have fundamentally different scopes. IAM can manage multiple resources under the umbrella of managing identities. RAM is a more focused and granular solution for managing access to a specific cloud resource. It often uses tagging to control the resource and access to it. However, it can be integrated with a cloud-based identity and access management service for unified access control.
Key Requirements for Cloud-Based User Management
When you’re evaluating a cloud-based user management application, look for the following features:
- Scalability: The ideal solution will be able to scale with your business, so you need to be able to add user profiles and resources when needed.
- Compliance: Look for a solution that’s compliant with the specific regulatory standards you’re required to meet, such as the Health Insurance Portability and Accountability Act (HIPAA) and the General Data Protection Regulation (GDPR).
- Cybersecurity: In addition to specific compliance features, an IAM platform should meet major cybersecurity framework standards for best practices.
- Automation: Automating recurrent user lifecycle management tasks such as provisioning and deprovisioning eliminates busywork for your staff as well as human errors.
Automating User Management
Automating common website user management tasks is a basic security measure and a core function of IDaaS. Automation relies on specific tools and technologies to handle user identities, access, and roles while enforcing compliance and security measures.
Tools for Automating User Management
You can use various automation tools for application user management, including:
- IAM software
- User provisioning software
- Directory service and integration tools
- Self-service password management tools
Key Functions Automated by User Management Tools
While each tool functions differently, most will automate the following key features.
User Provisioning and Deprovisioning
Accounts can be created, disabled, or changed based on predefined settings, such as when an employee is hired or leaves your organization. This facilitates efficiency by creating user accounts as soon as they’re needed while maintaining security by immediately disabling accounts to minimize security risks associated with open or inactive accounts.
Access Management
Access to resources is assigned, changed, or revoked based on the policies you set, including roles, departments, or job functions. Changing the parameter in your system will automatically trigger a change in the access rights.
Single Sign-On and Multifactor Authentication
A cloud user management system automates SSO and MFA to make strong security measures seamless for end users without tying up your IT team.
Password Management
With most platforms, users can manage their own credentials through a self-service portal. They can change their passwords, update their contact information, and unlock their accounts without needing to contact support.
User Activity Monitoring
For improved security, user management software monitors real-time activity and alerts your team if it identifies any anomalous activity that could indicate unauthorized access or a security risk.
Auditing and Compliance Reporting
An IAM system can also track user activity and generate audit logs and compliance reports to simplify your compliance efforts and make it easier for your incident response team to conduct postmortems in the event of a security breach.
Regular Updates to User Attributes
User management software automates critical functions such as updating user attributes. By integrating with authoritative systems like HR databases, these tools can automatically synchronize user information such as job titles, department changes, or contact details.
Security Best Practices in User Management
Given that 80% of security breaches are caused by identity and credential misconfigurations, the following best practices will help improve your overall security posture.
Strong Authentication Methods and Access Control
Implementing strong authentication measures doesn’t have to create friction for your users, particularly if you use passwordless methods such as biometric log-ins or authentication tokens. Taking a layered approach to authentication improves your chances of blocking unauthorized access. In the event that one measure fails, the others are still in place.
Regular Audits and Monitoring
History has shown — as recently as the global CrowdStrike outage on July 19, 2024 — that no matter how comprehensive your security measures are, you’re still exposed to risk. Conducting regular audits and continuous monitoring can help mitigate these risks. Audits can expose previously unidentified risks so you can take proactive measures to prevent breaches, while monitoring can help you track down the origin of a security incident if one occurs.
Incident Response Strategies
An incident doesn’t have to be a major catastrophe — it can be a simple bug that disrupts service for a handful of users. Creating an incident response strategy and following it for these smaller, run-of-the-mill incidents will help you take quick action to mitigate the damage if a larger security breach ever occurs.
Case Studies and Examples
Companies of all sizes have improved their security and managed their compliance obligations with user management solutions. The following case studies illustrate how they’ve accomplished this.
Real-World Examples of Successful User Management Implementations
As a Department of Defense contractor, Lockheed Martin must comply with the security controls listed in National Institute of Standards and Technology (NIST) Special Publication 800-171, which includes user management. Using Netwrix Privilege Secure for Discovery, the company was able to facilitate secure access for privileged accounts and achieve compliance.
A government agency struggled to manually handle account management, resulting in an inefficient use of labor and resources as well as subpar results that compromised its security. Implementing Netwrix GroupID allowed the agency to automate its previously manual ID management, streamline its workflows, and improve its overall security.
Lessons Learned From These Case Studies
These case studies illustrate the importance of implementing user management software for compliance, security, and efficiency purposes. They also highlight the positive results that come from automating complex administrative and security tasks.
Choosing the Right User Management Solution
There are many user management platforms and tools on the market today. To choose the best solution for your organization, you have to clearly understand what you need and evaluate your options based on your objectives.
Factors to Consider When Selecting a User Management Tool
Look for the following when you’re narrowing down your list of options:
- The functionalities and features you need
- Whether the solution will integrate with the systems you currently use
- Whether the solution meets your compliance obligations
- Whether the solution can scale with your business’s growth
- How comprehensive and responsive the customer support is
- The vendor’s experience and reputation in your industry
Comparison of Popular User Management Solutions
When you’ve narrowed your choices down to a short list, perform a more in-depth comparison of your options. Check their online reviews on sites such as G2 and ask for referrals directly from the vendors. Make sure you follow up by calling and talking to other customers to get a firsthand account of their experience.
Tips for Seamless Implementation and Integration
You’ll get the best results from your chosen user management system if you take a structured approach to implementation:
- Secure buy-in from relevant stakeholders at all levels by highlighting the benefits.
- Plan to roll out your system in phases.
- Thoroughly train your employees on using the system based on their roles and responsibilities.
- Do a test rollout and solicit feedback from participants.
- Fix any issues you identified in the testing phase.
- Conduct a full-scale implementation.
- Closely monitor your system and make adjustments as needed.
Key Takeaways
User management is a critical aspect of a mature security posture. It gives you control over who accesses your data, systems, and resources and is necessary to meet compliance standards in many industries. In today’s complex, globally connected business environment, you need to stay up to date on user management trends and stay on top of security best practices to avoid falling victim to expensive and reputation-damaging cyberattacks.
Start by thoroughly evaluating your current user management practices and determining whether they’re meeting your organizational needs. If they’re not, take action to find and implement a more effective user management system.
FAQs
Why is user management important?
User management allows your employees or customers to access the resources they need while protecting your sensitive data and ensuring compliance with regulatory requirements and security standards.
What are the key functions of user management?
The key functions of user management include user onboarding and offboarding, profile management, role-based access control, audit trails and monitoring, automated workflows, integration with other systems, password policies, and notifications and alerts.
How can user management improve security?
User management prevents unauthorized access to your data, applications, and networks by authenticating users and granting them access only to the resources they need based on predefined parameters. It monitors user behavior and alerts you to suspicious activity that could indicate a security breach.
