Reddit to reality: 3 access policy struggles IT pros still face

If you're stepping into an IT role at a growing company, chances are you're walking into a battlefield stitched together with spreadsheets, tribal knowledge, and half-documented processes. 

And when it comes to tracking app access—who has access to what, based on role, department, or location, things spiral out of control fast.

We noticed IT pros asking for best practices and tips across Reddit and user forums, and the picture is clear: messy access tracking isn't just a nuisance, it's a risk multiplier.

Let's unpack the 3 common struggles from the IT community, the tactical moves you can make today, and how free tools like Stitchflow's App Access Matrix can help you regain control before chaos sets in.

Question 1: The spreadsheet house of cards

Every IT team starts here and honestly, it works fine when your org is small and stable. But fast-forward a few months, business sprawl kicks in. 

Teams double in size, hybrid roles emerge, and departments start using their own set of tools. 

Suddenly, the spreadsheet meant to track access becomes a fragile patchwork of outdated permissions, rogue exceptions, and unclear ownership.

It's not just chaotic, it's risky. You end up with incorrect policies, over-provisioned users, blind spots in app ownership, with no easy way to audit or scale.

What you should do instead:

• Create a centralized app access matrix that defines access policies by role, team, and location.
• Use a visual-first tool to track users, apps, and exceptions so you can spot misalignments instantly.
• Avoid repetitive cleanup by regularly auditing and automating updates tied to user or app changes.

Here's a free tool that gives IT teams a scalable, no-spreadsheet-needed way to manage app access as businesses grow and change. Because the earlier you bring structure in, the less cleanup you'll have to do later.

Question 2: The scaling stress test

Scaling from 70 to 150 employees sounds like a growth win, but for IT, it's where operational chaos often begins. 

Each new hire brings a checklist of access needs: email setup, SaaS tools, team-specific permissions, role-based exceptions. 

Multiply that by 80 hires in 6 months, and suddenly managing access becomes the bottleneck.

Without a system, provisioning turns into reactive guesswork of asking managers what access a new hire needs, digging through past emails, or duplicating access from a "similar" user. All of which invites mistakes, overspending, or security gaps.

Here's what you should do before it breaks:

1. Formalize access requests. Use a form or ticketing system that routes through IT or app owners for approval.
2. Implement role-based provisioning. Define standard access templates based on department, location, and function.
3. Create an access map. This becomes your provisioning playbook of what each role should (and shouldn't) have access to.

A visual, shareable structure of which roles need which tools and permissions acts as a reference for audits, access reviews, and offboarding, ensuring there's consistency across IT, HR, and security.

Scaling is hard but provisioning doesn't have to be. Set the foundation now, so your team isn't constantly scrambling later.

Question 3: The remote‑first reality check

In remote-first environments, IT doesn't have physical cues to fall back on. 

No walk-bys, no visual reminders, no in-person onboarding. 

Without structure from day one, you're almost guaranteed to run into app sprawl (along with growing business sprawl), inconsistent provisioning, and orphaned accounts no one remembers to clean up.

To avoid that, set these up early:

1. SSO or Lightweight IAM: Tools like Google Workspace, Okta, or JumpCloud unify authentication and reduce siloed app access.
2. Access controls: Define who gets access to what based on roles. Document which apps each team needs, permission levels, and ownership. Don't leave it buried in a spreadsheet as this should be an easy-to-access, updated visible resource.
3. App Ownership: Assign clear owners for every critical SaaS tool. Without this, you'll eventually lose track of admin rights and billing access.
4. Provisioning & Offboarding Templates: Standardize onboarding by role and pre-map access levels. Likewise, automate deprovisioning checklists to prevent access gaps during exits.
5. Quarterly Reviews: Review who has access to what and whether they still need it. This prevents privilege creep and prepares you for audits.

In remote orgs, access clarity isn't a luxury but your best defense against security gaps, operational delays, and compliance gap drills later. Start structured. Start smart.

Curious to get into action? Build your first access map in minutes, free with Stitchflow's App Access Matrix.

Closing thoughts

Whether you're inheriting a mess, building from scratch, or proactively trying to future-proof your IT environment, getting your app access policies under control is one of the highest-leverage moves you can make.

Spreadsheets served us well once, but they don't scale. By setting up a lightweight, visual app access matrix early, you're not just organizing, you're setting your IT team (and your company) up for smoother audits, safer offboarding, and better security posture overall.