Enhance Your SaaS Management Game with ControlHippo!
How ControlHippo Help Reduce SaaS Mismanagement?
Automated IT Task
ControlHippo helps you automate your IT processes and tasks for efficient and quick functioning.
ControlHippo allows you to track all the work and usage so that nothing goes unused, wasted, or underutilized.
ControlHippo offers frictionless monitoring of all your SaaS applications and uses without any obstruction.
ControlHippo works in complete compliance with the SaaS regulations and Cloud standards.
It gives users the ability to revoke apps with just one click, making offboarding simple.
Handle All Your Used and Unused Apps in One Place
The SaaS Management Tool rationalizes your portfolio and eliminates duplicate apps. It detects different apps according to their usage giving you 100% efficiency. You can acquire a holistic view of your organization’s SaaS Management and manage subscriptions, bargain contracts and eliminate waste.
Optimize your SaaS Management with ControlHippo
Controlhippo is the leading SaaS Management Platform (SMP) that enables IT to discover, manage, and secure the growing stack of SaaS applications across the digital workplace. The SaaS management software helps to reduce redundancy, wastage, and additional operational cost. It detects used, unused and underused apps and helps save money. Using ControlHippo’s balanced technology and expertise, you can centralize and ease your SaaS contracts and spending.
Frequently Asked Questions
SaaS management software manages and monitors the onboarding, licensing, purchasing, renewals, and offboarding of all the SaaS applications within the organization. SaaS management software also tracks and controls SaaS subscriptions and all associated expenses.
The following points need to be considered to choose a SaaS management software:
- Automated app discovery
- Contract management
- Security features
- Disaster recovery plans
- Usage tracking and analytics
- Cloud-based online access
- Choose a SaaS management software that suits your business needs and enhances your ROI.
ControlHippo is the best SaaS management software. With ControlHippo, you can detect different apps according to their usage, and manage, discover, and secure the growing stack of SaaS applications across the digital workplace. In addition, ControlHippo lets you centralize and ease your SaaS contracts and spending.
A SaaS management tool lets businesses track and control SaaS subscriptions. It monitors, manages, and secures licensing, purchasing, renewals, onboarding, and offboarding SaaS products within a company.
SaaS management software has a plethora of benefits.
- Scalable and accessible
- Time savior
- Highly compatible
- Real-time reports
- Cloud-based online access
- Guarantees data recovery, backups, and levels of service
Do not just monitor your SaaS program, enhance your productivity too
Assess and Automate
Automate your IT tasks to better manage your SaaS spend.
Integrate Apps Directly
Integrate ControlHippo and get insights on users, apps, and usage.
SaaS Ops Management
Unleash your SaaSOps solution by merging your portfolio
SaaS Management: Everything You Need to Know
SaaS tracking software is the process of tracking the SaaS management tool you use in your organization. In today’s ever-growing world of SaaS applications, having a proper management plan in place is crucial to prevent overspending and breaches in security or compliance.
What Is SaaS Management?
SaaS management, also known as SaaS subscription management, refers to the practice of proactively monitoring and managing the software-as-a-service (SaaS) applications that your company has (had) invested in.
The primary objective of SaaS application management is to help businesses improve the value of their purchase, reduce risk from unmanaged tools, and ensure compliance. However, companies need to invest in the best SaaS management platform to implement SaaS ops management successfully.
What Is SaaS Management Software?
SaaS management software is a standalone platform that helps you discover, manage, and secure multiple SaaS applications from a single dashboard. The three key functions of the best SaaS tracking software are:
- Discovery: The SaaS application management platform finds all the SaaS management tools you use to create a central data repository.
- Management: It allows you to manage the tools, including setting role-based control, user onboarding and offboarding, migration, etc.
- Security: A SaaS subscription management tool provides central place to establish security across applications.
Gartner predicts that by 2026, 50% of organizations using multiple SaaS solutions will centralize management of the tools using an SMP application. Let’s understand why!
Why Is SaaS Management Important?
The biggest benefit of SaaS operations management is that it helps you better understand your investment in cloud tools. You can determine what tools your employees are using more or less often, which ones have overlapping features, and which ones need an upgrade/downgrade.
Let’s dig deeper into the benefits of SaaS management:
1- Understand and Optimize Your SaaS Spending
SaaS subscription management helps you identify the SaaS and cloud services you have invested in (and since when). You can also determine which applications which team or department uses.
This gives you a better understanding of your SaaS expenses and determines whether you’re getting the most out of your investment.
For instance, you might have subscribed to two different SaaS applications with similar features for different departments.
You can also use this information to optimize your SaaS spending and cut apps that you don’t need or club them together.
2- Manage SaaS Applications Better
As mentioned above, SaaS operations management allows you to control all and managed SaaS applications from one place. This saves a lot of time and effort that you’d otherwise spend juggling between apps.
With the best SaaS management platform, you can:
- See who’s using what software.
- Know who has access to what kind of information.
- Give or revoke access across tools.
- Manage your SaaS vendors.
In other words, good SaaS management tool is a complete system of record of all your SaaS apps, including vendors, users, compliance data, and billing information.
3- Transparency Regarding Contract Management
SaaS ops management helps you SaaS contracts and subscriptions throughout their lifecycle in one place. This means you can quickly identify and manage SaaS applications where there might be an overlap, enabling you to consolidate subscriptions to increase savings.
Also, when multiple teams or departments are purchasing SaaS solutions on behalf of your organization, the chances of overlooking a subscription are usually higher.
However, when you have a central location that stores all vendor contracts, you can:
- Find and assign owners to different SaaS applications.
- Notify owners of renewal or cancellation of subscriptions.
- Ensure you don’t get stuck with contracts you don’t want to renew.
- Upgrade or downgrade your subscription plans as and when required.
4- Better Security and Compliance
SaaS management software acts as a single source of information for your IT team, making it easier to comply with necessary regulations.
You will also have a comprehensive record of who has access to which applications and how they’re being used. For example, you can see that your payroll manager has used single sign-on to access HR & payroll tools six times in the last quarter. You can also see how many times other finance team members logged in, in the same period.
This increases transparency and accountability across the organization. Also, it allows you to revoke access to multiple tools at once. This can come in handy when you want to prevent employees who have just left the organization from accessing sensitive business information.
5- Prevent and Reduce Shadow IT
Shadow IT without the IT department’s direct approval or knowledge. Although it has its own benefits, it can affect your business in the long run.
For instance, when teams can independently purchase best-in-class SaaS tools, they can innovate more quickly than if centralized IT teams handle all the purchases. But, on the other hand, it can increase spending and higher security risks.
SaaS Management Challenges
SaaS usage and adoption are increasing at a breakneck speed. According to Statista, organizations worldwide were using an average of 110 SaaS applications in 2021.
As a result, software environments are getting increasingly complex, creating new challenges in SaaS subscription management, including:
1- Added Complexity
SaaS tools often cater to the specific needs of businesses. For example, marketing, sales, and customer service departments need a different SaaS application for their needs. This might result in disconnection across tools and departments, adding complexity to business processes. Also, at times, companies have to deal with inconsistent API, wasting productivity and resources.
2- Limited Visibility
SaaS spending can increase rapidly, making it challenging for IT teams to stay atop who is using what, when, and how. This increases the risk of security breaches and affects your SaaS budget as well.
3- Tool Overlap
With every department using different tools to manage its operations, it is common to find numerous SaaS tools with overlapping features. For example, an organization might use a combination of Google Meet, Zoom, and GoToMeeting, depending on the team or the use case.
It may feel like there isn’t one solution that addresses all your needs. However, this overlap can quickly become expensive and difficult to manage.
SaaS Management Best Practices
To SaaS operations management, you need to employ several best practices. It includes:
1- Keep a Single Record For All Your SaaS
You cannot manage what you don’t know, so the first step to SaaS management is keeping a record of your SaaS apps and monitor SaaS applications. At the same time, you must update and validate your record often to ensure you don’t spend time analyzing outdated information.
Here are some details that you must keep track of:
- Software name and website
- Teams or departments using them
- Legal and compliance information
2- Classify SaaS Application Lifecycle
SaaS application lifecycle is a concept that helps you manage SaaS management tool in your organization throughout its lifecycle. It is divided into five stages, including:
- Mapped: A tool that you feel is good for your business but has not yet been classified into the below stages.
- In review: It includes tools that you are assessing, including their price, functionality, and security compliance.
- Managed: It consists of tools that are approved for internal use.
- Optimized: Tools that have been reviewed for cost and utilization waste.
- Retired: It includes applications that have been removed from the organization’s tech stack.
3- Define Users and Usage
This is where you define how each application will be used and by whom. It is divided into three steps:
- Access management: It helps ensure only authorized users have access to their respective systems. This keeps your data secure and meets your organization’s privacy policies.
- Cost management: Most SaaS tools charge per user, making it imperative to track costs every month. Also, this helps identify and optimize underutilized licenses or get rid of duplicate applications.
- Employee offboarding: As employees leave your organization, you’ll need to manage their access to SaaS management tool. This will minimize the risk of data breaches and increase security.
4- Keep Track of Contracts
Another critical aspect of SaaS Ops management is keeping the necessary documents for SaaS applications. It should include all the details like:
- SaaS owner
- Cost per user per month
- Annual subscription discounts (if any)
- Renewal date
- NDA document
5- Manage Security and Compliance
Compliance is no longer just a business practice but a law. For instance, GDPR requires you to protect and safeguard data related to your customers in the EU.
You need to ensure you are still compliant and secure when dozens of SaaS applications handle sensitive business information. Here are some tips:
- Deploy a single sign-on solution (SSO)
- View the permission levels of various SaaS tools.
- Verify that the compliance standards of your SaaS vendors align with that of your company.
How to Monitor SaaS Applications?
In today’s growing ecosystem of competing web services, the undeniable reality remains that performance impacts business and it can represent a major competitive (dis)advantage. Whether your application relies on AWS, Azure, Heroku, Salesforce, Cloud Foundry, or any other SaaS management platform, consider these five tips for monitoring SaaS applications.
- Realize the importance of Monitoring
- Incorporate a Monitoring Strategy Early On
- Have Application Logging as a Code Standard
- Automate Your Monitoring Configuration
- Use Alerts on Your Key Metrics