It’s 9:00 AM on a Monday. You settle into your seat, ready to dive into your day. But before you can even begin your first task, you’re already juggling a bunch of logins — email, project management, the cloud, CRM, and so on.
It’s a pain, and with so many different logins, it’s only natural that you’ve chosen passwords that are easy to remember. Passwords you probably use a lot. Passwords that are inherently not secure.
There has to be a better way.
Turns out, there is. It’s called Single Sign-On (SSO), and as managed IT services providers, we’ve seen firsthand how it can transform the way organizations manage user access, reduce security risks, and improve productivity.
Boiled down, SSO is an authentication method that allows users to log in once and gain access to multiple applications and systems without being prompted to repeatedly log in again.
It works by using a centralized identity management provider that authenticates the user and then passes on tokens or credentials to other applications that prove the user is authorized to access them.
In simpler terms, it’s one key that opens a number of doors.
Every organization, no matter how big or small, should implement SSO for four important reasons. These are:
1. For improved user experience
It’s not a secret that users hate passwords, especially when they have to remember 10 different ones or constantly need to reset them.
SSO cuts down on the friction by giving users one set of credentials to remember. No need to keep a list of passwords, no need to re-enter a complicated string of numbers, letters, and symbols whenever an application randomly logs them out.
2. For stronger security
This may sound counterintuitive, but fewer passwords actually mean better security.
For example, users who work with a large number of applications and systems are more likely to reuse passwords. This isn’t just a security risk, it’s also a decision likely driven by the user experiencing password fatigue.
Additionally, when an employee leaves, SSO makes the offboarding process much simpler for IT. Instead of having to locate (or trust a departing employee will hand over all their passwords), IT can simply disable a single account that, in turn, disables access to everything.
3. For lower IT overhead
IT teams, even outside partners, spend a substantial amount of time dealing with password resets and account access issues.
With SSO, the entire login process is greatly simplified, easing the burden on help desks and allowing IT to focus on more strategic initiatives instead.
4. For better compliance and reporting
Organizations in regulated industries — think healthcare, finance, or legal — are frequently required to track who accessed what, when, and how.
Since most SSO platforms have robust audit trails, providing that information when asked is as simple as running a report.
How SSO works
When you peek under the hood of SSO, this is the process that occurs:
- A user attempts to access an application
- That application redirects the user to a trusted identity provider like Microsoft Entra ID or Google SSO
- Once the user is authenticated, the identity management platform sends a secure token back to the application, which then validates it and allows the user in
This entire flow happens in seconds, usually without the user even noticing the handshakes happening in the background. And that’s the point.
Implementing SSO
While SSO is designed to simplify things, implementing it in your organization is a more complex process. Here’s a six-step guide to getting it done.
Step 1: Take inventory of your applications
Start by compiling all the apps and systems your team uses, from email and CRM to HR platforms and collaboration tools. Prioritize the apps that SSO natively supports.
Step 2: Choose your identity provider
Since this will be the central platform managing authentication, you need to choose based on compatibility, security features, cost, and ease of use. Generally, this will be the same software vendor that you use for your company’s email system (e.g., Microsoft if you use their 365 Service, Google if you use their Workspace).
Step 3: Configure the SSO connections
This step typically involves some backend work like generating metadata, exchanging certificates, and setting up endpoints. While most SSO providers offer documentation for this, smaller businesses that may not have the in-house expertise are better served by partnering with a managed IT services provider.
Step 4: Enforce MFA and access policies
SSO should always be paired with multi-factor authentication (MFA), which adds a critical second layer of security and helps ensure that even if a password is compromised, your systems are still protected.
Also, make sure to set access controls based on roles, departments, or job functions to prevent unnecessary access.
Step 5: Train your team
SSO is supposed to make life easier, but it only works if your team knows how to use it. Provide clear instructions to your employees, highlight the benefits, and make sure you have support available to them during the transition.
Step 6: Monitor and maintain
Once SSO has been implemented, keep a close eye on usage, login attempts, and audit logs. By regularly reviewing access rights and policies, you can ensure they stay in line with what your organization has set up.
Don’t wait to get started
When you simplify the ability for your teams to securely log in to all the applications and systems they need, you’re setting them up to succeed.
That’s why, whether you’re a five-person startup or a 500-person operation, implementing SSO needs to be something you do sooner rather than later.
