As your business scales, something as simple as leaving a laptop unlocked can be a sign of serious vulnerabilities. As more assets come into play, one data breach can bring operations to a standstill.
Studies show 88% of data breaches come from stolen credentials. Creating a structured and secure IT environment that manages user roles and data access is exactly what ConnectWise Access Management is designed for.
That said, navigating permissioning and role assignment effectively requires more than just good intentions. This guide walks you through why ConnectWise Access Management matters in your IT network and how to use it effectively.
As your IT environment expands, so do the risks of uncontrolled access. Without a governing system like Role-Based Access Control (RBAC), permissions can easily become outdated, excessive, or misaligned. From that point, businesses open the door to internal risks and compliance gaps in every asset.
Let's break down why a role-based approach is crucial:
Controls roles and permission bloat: Over time, users accumulate access they no longer need. RBAC aligns user access with current responsibilities, reducing unnecessary exposure
Strengthens compliance and operational efficiency: Defining roles simplifies work scope and task execution. Pre-designed access packages also streamline onboarding. Clear boundaries also make audits and policy updates more straightforward and justifiable
Improves defense beyond passwords: Even if credentials are stolen, RBAC limits the compromised user's access. Think of it as reduced blast radius and damage
A data breach can cost a business $4.8 million in terms of downtime, maintenance, recovery, and more. This can be eliminated just by protecting your IT system’s sensitive access points.
ConnectWise Access Management is a role-based security solution built for IT teams to control who gets access to what and when. By centralizing user access, it eliminates inconsistencies and manual errors. This means fewer errors, faster onboarding, and tighter control over critical systems.
The primary focus of the tool is to prevent privilege misuse, but that isn't all. ConnectWise Access Management keeps specific functions in focus, which reduces internal conflicts and boosts productivity.
Here’s how it works:
Role templates and permission mapping: Predefined role profiles deliver consistency that users in similar job functions need
Biometric multi-factor authentication (MFA): An added verification step beyond passwords can include fingerprint, facial, or device recognition
Real-time logging and session recording: Every access request and user action is logged and recorded. This supports audits and keeps everyone accountable
Native integrations with ConnectWise PSA and Automate: Syncs access rules and automations across your IT service management and remote monitoring tools
Approval workflows for sensitive sessions: High-risk or privileged actions require manager approval before execution. This added oversight helps plan and address potential risks
ConnectWise Access Management is a well-rounded system. But knowing what a secure framework is made of helps bring the most out of it.
Here are five steps every business must follow to secure user access and permissions.
Before assigning permissions in ConnectWise, you need clarity on what each role is accountable for. A well-defined role ensures access stays relevant, controlled, and easy to audit.
Here’s how to structure it:
Identify all job roles, such as L1 techs, dispatchers, project managers, etc.
List key activities and daily responsibilities per role
Map required tools, platforms, and data for each function
Use this to create access templates within ConnectWise
ConnectWise makes it easy to assign specific permissions, but it’s your IT infrastructure that ensures users don’t get more access than necessary. Limiting access reduces risks from both error and breach.
To implement it effectively:
Grant access only when there's a clear, documented need
Deny access by default; approve by exception with manager input
Restrict admin privileges to truly critical roles
Log temporary escalations through ConnectWise for traceability
User access shouldn’t be static. Employees switch roles, leave projects, or exit the organization altogether. With ConnectWise, you can automate access controls that adapt with these changes.
Keep lifecycle management tight with these practices:
Set time-bound access for contractors or project-based roles
Revoke access immediately during transfers or offboarding
Schedule regular reviews for all long-term users
Log lifecycle events to maintain clean audit trails
Scattered credentials and manual approvals are a recipe for access chaos. ConnectWise Identity Management helps centralize all user authentication and access controls within a single, secure system.
Here’s how to bring it all together:
Replace local logins with centralized, secure workflows
Enable biometric MFA to verify identity beyond passwords
Use ConnectWise Access Management alerts to flag unusual login activity in real time
Set up approval workflows for high-risk actions and privileged sessions
Even the best access setup needs regular maintenance. Over time, roles shift, tools change, and permissions can become outdated. Since ConnectWise provides auditability, the final step is determining how often you use it.
Make your reviews meaningful with these steps:
Conduct quarterly access reviews to stay ahead of sprawl
Loop in team leads to verify current access against real needs
Remove unused or excessive permissions promptly
Document every change in ConnectWise for full compliance visibility
A strong access management system should be efficient, responsive, and low on manual effort. Here’s how to make ConnectWise work smarter for you:
Automate role assignments at onboarding: When new employees are hired, it’s best to set up ConnectWise CAM workflows to assign access based on job title or department. This aligns their scope of work and accountability the moment they first log in
Schedule permission and login activity reports: Generate regular reports to stay ahead of anomalies. Sending out weekly or monthly summaries helps keep oversight sharp
Integrate password vaulting for shared accounts: Securely store and track usage of shared or service accounts using ConnectWise Vault or integrated tools
Link deprovisioning to HR workflows: Automate access revocation during role changes or exits. ConnectWise Access Management lets you integrate user permissions with HR system updates
Build a centralized access dashboard: Consolidate visibility into a single panel. This includes charts on session activity, escalation incidents, approval frequency, and system activity
Systems like ConnectWise Access Management can streamline roles and permission activities. But there are still a few common errors IT teams may have trouble dealing with.
Here are some of them, along with quick solutions:
Leaving “temporary” access in place too long: When ignored, permissions granted on exception may turn permanent and create loopholes in your business. It’s best to set short-term expiry dates for exceptions and integrate reminders to revisit them
Overlapping roles leading to privilege creep: When multiple roles stack without review, users accumulate unnecessary permissions. Use ConnectWise templates to keep roles distinct and lean
Not revoking access during offboarding: In fast-paced environments, revoking access is often missed. Link access removal to HR exits to close the loop automatically
Relying on memory over policy for access requests: Approvals based on gut instinct or past familiarity lead to inconsistency. Use clear, written policies backed by ConnectWise workflows
Failing to train staff on what not to access: Even well-meaning employees can overstep boundaries. Train teams on access etiquette and log reminders for sensitive systems
Managing user permissions doesn’t have to be a constant fire drill. With ConnectWise Access Management, you create a secure system where access is intentional, traceable, and easy to maintain.
You gain clarity, your team gains confidence, and your audits become faster and cleaner.
At Bering McKinley, we help MSPs and IT teams implement ConnectWise the right way and customize it to your needs.
Let’s build a role framework that scales with your business. Schedule a meeting today and see how secure access can work for you.