Manage Role-Based Access Control with the Free Stitchflow SaaS App Access Policy Matrix Tool

Every IT team has faced this struggle: a simple request—“Who should have access to this app?”—turns into hours of combing through spreadsheets, cross-checking roles, and chasing down stakeholders. 

As SaaS adoption accelerates, the problems compound: too many apps with inconsistent permission models, limited visibility into who has access, and manual provisioning that’s slow, error-prone, and risky. 

The answer lies in a Role-based Access Control Policy Matrix—a structured way to define and standardize who gets access to what, based on role, department, and location. Instead of scattered spreadsheets and ad-hoc approvals, IT teams get one source of truth.

Why IT teams struggle with SaaS access management (and how an Access Control Matrix helps)

The root of the access control challenge is sprawl—both in SaaS apps and in the business itself. Every new tool, role type, contractor, or location multiplies the complexity of deciding who should have access to what. Here’s where an IT Access Control Matrix (ACM) comes in. It’s a structured framework that defines:

• Who (users, roles, departments)
• Which apps they can access
• At what level (view, edit, admin, etc.)

Here’s an example of a basic software access matrix:

Here’s how to put it into practice:

• Define access rules: Start by listing out your roles, departments, and locations. Then, map each to the apps they should have access to.
• Document and standardize: Capture these mappings in your Access Control Matrix. This is your single source of truth for SaaS access policies.
• Use it at key employee lifecycle moments: Check the matrix to provision the right apps for new hires (onboarding), update access when employees move between teams (internal changes), and cross-check the matrix to make sure all access is revoked during offboarding. 
• Review the matrix regularly: Export the matrix and share with managers or compliance teams so they can validate that actual user access matches the defined rules.

Most IT teams rely on spreadsheets to do this, but spreadsheets weren’t built for this, and it shows:

• They can’t keep pace with role changes, new apps, or shifting policies
• Manual edits lead to inconsistencies and missed updates
• Different versions circulate across IT, security, and business
• Proving access policies becomes a scramble

A better option is purpose-built SaaS or system access control matrix tools. Unlike spreadsheets–which are static, error-prone, and hard to maintain—dedicated access control matrix tools are dynamic and centralized. 

These tools update as roles and apps change, provide a single source of truth for IT, security, and managers, reduce human error through structured workflows, and generate exportable reports for compliance.

Create dynamic access policies with Stitchflow App Access Policy Matrix

The free Stitchflow App Access Policy Matrix gives IT teams a single source of truth for SaaS access. Unlike spreadsheet-based access control matrix templates, it provides a structured way to define and review user access by role, department, or location. You get:

• Dynamic updates: Policies can be adjusted in real time as roles, apps, and teams evolve
• Centralized visibility: Everyone—IT, security, managers—works from the same single source of truth
• Audit readiness: Exportable, shareable reports make it easy to validate access policies during reviews
• Scalability: Whether you’re managing 10 apps or 200, the Stitchflow SaaS App Access Policy Matrix scales without the version-control chaos of spreadsheets

How to get started with the Stitchflow SaaS App Access Policy Matrix

• Map access policies: Start by defining which apps each role, department, or location should have access to. The matrix gives you a single, centralized view—so you always know who should have access to what.
• Filter and adjust: Use filters to quickly review access for a specific group (e.g., Sales in the US). Grant, revoke, or adjust permissions in bulk instead of digging through spreadsheets.
• Review and share: Export the matrix as a CSV and share it with managers, compliance, or security teams. This makes quarterly access reviews and audits faster, more consistent, and easier to validate.

Tips to make the most of Stitchflow App Access Policy Matrix

The Stitchflow App Access Policy Matrix is most powerful when used as more than just a documentation tool. Here are some practical ways IT teams can turn it into a repeatable process that saves time, reduces errors, and strengthens compliance:

• Start simple: Begin with your top 10 most-used apps and expand gradually—this prevents overwhelm and gets you quick wins.
• Normalize naming conventions: Standardize role and department labels before building the matrix. Misaligned labels (“Eng” vs “Engineering”) create gaps that lead to access errors downstream.
• Align with HR data: Use departments, roles, and locations from your HR system to keep the matrix consistent and reduce manual entry.
• Involve managers early: Share exports with department heads to validate access decisions and reduce back-and-forth later.
• Schedule reviews: Set quarterly reminders to revisit the matrix and catch mismatches before audits or renewals.
• Use exports for cross-system validation: Compare matrix outputs against actual app usage logs or IDP provisioning data to spot orphaned accounts and unauthorized access.
• Plan renewals smarter: Use role and headcount data in the matrix to forecast license needs before renewal cycles.

Try the Stitchflow SaaS App Access Policy Matrix for free

Stop wasting hours wrestling with spreadsheets. With the Stitchflow SaaS App Access Policy Matrix, you can:

• Define who should have access to what in minutes
• Run cleaner access reviews
• Export audit-ready reports with a single click

Get started today and bring structure, consistency, and control to SaaS access management.

Have feedback or ideas for other free tools that could make IT operations smoother? We'd love to hear from you. Reach out at contact@stitchflow.io—we're always looking for ways to help IT teams work smarter.

What’s next: Validate licenses and enforce access policies with Stitchflow 

The SaaS App Access Policy Matrix gives IT a clear baseline of who should have access to what. Once that’s done, you can use Stitchflow to automate the rest:

• Map matrix data into the IT Graph: Automatically reconcile expected access (from the matrix) with actual user accounts across every app—including disconnected and non-SSO tools.
• Detect mismatches in real time: Identify orphaned accounts, unauthorized access, or missing entitlements that the matrix alone can’t surface.
• Automate remediation: Trigger one-click deprovisioning or open ITSM tickets to clean up violations at scale.
• Enable risk-based governance: Apply Stitchflow’s AI risk scoring to prioritize reviews and focus on high-impact apps and users.

Schedule a demo, and we’ll show you how Stitchflow puts your app access policy into practice.