Why Time-Based Access is Essential for Managing Privileged Accounts in SaaS

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As cybercriminals become more creative, static access management methods can no longer prove effective. Companies need a more adaptive approach that aligns access precisely with operational needs without leaving doors open longer than necessary.

This is where time-based access management comes in, offering tighter control and addressing the gaps traditional methods leave behind.

This article will discuss the concept of time-based access, its various types, and its critical role in managing privileged accounts. It is perfect if you want to protect your business from privacy and data breaches. 

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TL;DR

• Time-based access restricts user access to SaaS apps within specific timeframes, automatically revoking access once the period expires, minimizing risks of unauthorized access.
• The three main types of time-based access are Absolute Time-Based Access, Periodic Time-Based Access, and Recurring Time-Based Access, each with varying frequency and duration.
• Time-based access enhances security, ensures compliance with regulations like SOX, GDPR, and HIPAA, reduces human error, improves IT efficiency, and provides controlled access for temporary vendors.
• CloudEagle.ai streamlines time-based access management with automated provisioning, deprovisioning, and Just-In-Time Access, along with tools for compliance, user management, and seamless integration with 500+ platforms.
• Effective implementation of time-based access requires defining clear policies, monitoring access usage, and regularly auditing and optimizing access management processes to enhance security and efficiency.

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What is Time-Based Access?

Time-based access is a security access control method that limits user access to SaaS apps within a designated timeframe. In a time-based access setup, permissions to access sensitive data or perform critical tasks are restricted to a specific duration. 

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Access is automatically revoked once the time window expires so that users no longer have privileges. This strategy is beneficial for managing privileged accounts in SaaS, as it minimizes the risk of unauthorized access. 

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Here are the three different types of time-based access. 

Absolute Time-Based Access

Absolute Time-Based Access restricts user privileges to a fixed, non-recurring timeframe. This type of access is set for one-time use and expires after a specific period, such as granting access from 9 AM to 5 PM on a particular day.

Once the designated timeframe ends, the user automatically loses access. Absolute time-based access is often used for high-stakes tasks or short-term projects requiring elevated permissions.

Periodic Time-Based Access

Periodic Time-Based Access allows users to access resources at specific intervals that may occur irregularly. This setup is often utilized for tasks requiring intermittent access to privileged systems.

For example, a user may be granted access every other Monday from 10 AM to 2 PM. They will get access that aligns with workflow requirements while reducing the window for potential security risks.

Recurring Time-Based Access

Recurring Time-Based Access grants users permission on a regular, repeatable schedule, such as every Monday and Wednesday from 9 AM to 1 PM. This setup is useful for users who require repeated access to sensitive areas over time.

This type of time-based access will help you streamline access management without leaving privileged accounts open. This way, you can effectively balance security needs. 

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How Time-Based Access Works in SaaS Platforms

1. Access Requests 

In SaaS platforms, time-based access often starts with access requests. Your employees will initiate a request for temporary, limited-time access to privileged accounts or sensitive resources.

These requests go through an integrated system designed to streamline approval workflows. Thus, these accesses are easier to manage and monitor. Once submitted, the request moves to an approval process handled by managers or administrators.

These workflows are typically managed through familiar communication tools like Slack, email, or dedicated IT portals. Through these platforms, administrators can quickly review, approve, or deny your access based on business requirements and security policies. 

2. Access Provisioning

Upon approval, the system moves into access provisioning, where automated identity and access management tools grant your employees temporary access for the specific duration needed. This automated process ensures access is promptly provided and automatically removed once the designated time expires. 

In this step, role-based access control (RBAC) is typically applied to align your access strictly with your role and the essential systems you need. RBAC minimizes potential security threats by limiting your ability to interact with other sensitive areas outside your scope. 

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This controlled, time-sensitive provisioning enhances security. Moreover, you can carry out necessary actions efficiently while minimizing risks associated with excessive permissions.

3. Access Expiry and Deprovisioning

The last step at the end of the designated access period is access expiry and deprovisioning. Here, access is automatically revoked without requiring manual intervention. This automated expiration ensures no one can access privileged accounts beyond their mentioned timeframe. 

During this time, your employees and administrators will receive notifications about the pending access termination. These reminders give them time to wrap up any final tasks and, if necessary, reinitiate an access request for additional time.
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Benefits of Time-Based Access for Privileged Account Management

1. Enhanced Security: Reduces the Risk of Excessive Privileges

When you grant access only for a limited duration, you effectively reduce the security risk of excessive privileges.

This means your employees gain access solely to the systems and resources necessary for your tasks, and only for the time required to complete them.

Limiting access decreases the chances of unauthorized actions and mitigates potential vulnerabilities. If a privileged account is compromised, the damage is contained within a specific timeframe. Furthermore, you can continuously monitor the access activities. 

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2. Compliance Assurance: Meets audit requirements for SOX, GDPR, and HIPAA

These regulations often mandate strict controls over access to sensitive data and systems. Time-based access helps you meet these compliance requirements by establishing clear policies regarding who can access critical resources. 

You can ensure that your organization adheres to necessary standards and provides documented evidence of compliance during audits. Moreover, you can regularly review access logs and user activity with time-based access.

3. Reduced Human Error: Automates the removal of expired access

Access management often risks unintentionally leaving accounts open beyond their necessary duration. This can create security vulnerabilities. With time-based access, this concern is mitigated through automation.

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When your access period expires, the system automatically revokes your permissions without manual intervention from administrators. This automation ensures that no access remains active longer than needed. 

Additionally, automating the removal of expired access eliminates the administrative burden on your IT team. They can focus on more strategic tasks rather than continuously monitoring and managing access permissions. 

4. Improved IT Efficiency: Reduces manual workload for access management

Time-based access can reduce the manual workload associated with access management. Poor access control methods often require IT teams to spend significant time managing those accesses. This is an error-prone process. 

With time-based access, the automation of granting and revoking permissions streamlines the entire process. Once access requests are approved, the system automatically provisions the necessary permissions. When the access period expires, the system takes care of deprovisioning.

5. Temporary Vendor Access: Ensures contractors have access only when needed

This ensures that contractors and third-party vendors have permissions only during their specified engagement periods, which is crucial for securely managing access to sensitive systems.

With time-based access, you can grant vendors permissions tailored to the duration of their contracts, automatically revoking access when their work is complete. This reduces the risk of unauthorized activities and data breaches.
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Key SaaS Use Cases for Time-Based Access

1. Incident Management: Granting admins temporary elevated privileges during outages

Let’s say you’re managing a major system outage affecting thousands of users. Your team needs access to core infrastructure settings and system logs to troubleshoot effectively. These permissions are typically restricted to high-level administrators.

With time-based access, you can request elevated permissions for a set period—say, two hours. You submit the access request, which your IT manager receives directly through Slack.  After reviewing the need for elevated access, they approve it from their mobile device.

Now, you and your team have the privileges needed to investigate and resolve the outage. When the timeframe ends, the system automatically revokes access.

2. Vendor and Partner Access: Allowing short-term access for external collaborators

You’ve brought in a SaaS vendor to your company. They’ll need temporary access to parts of your system to make the necessary changes. Instead of granting them ongoing permissions, you set up time-based access for a specific, short period. 

You request access for the vendor, specifying the systems they need and the timeframe required. Once approved, they’re granted limited permissions only for their assigned tasks. As soon as the time expires, their access automatically deactivates.

3. Compliance Audits: Temporary access for auditors to review systems

When preparing for an annual compliance audit, your auditors need to examine specific systems and data. Instead of giving them open-ended access, you arrange temporary, time-based permissions.

You set up access for the audit period, defining the exact timeframe and scope of systems available to them. During this period, auditors can securely conduct their evaluations. Once the audit concludes, the permissions automatically expire.

4. Onboarding and Offboarding: Time-based access for new hires or departing employees during transitions

Sometimes, your team will onboard a new employee or handle the process for a departing one. Instead of giving full access, you assign time-based permissions that allow temporary access to essential systems.

You might set access for a new hire for the first 30 days, allowing them to familiarize themselves with tools and resources without long-term risks. Their access can be updated or refined to suit their role as they settle in. 

Conversely, when an employee is leaving, time-based access allows you to offer only the necessary permissions until their departure, which automatically expires.
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How CloudEagle.ai Facilitates Time-Based Access Management

With CloudEagle.ai, you can effectively discover, optimize, govern, and renew your SaaS applications. From a centralized dashboard, you can easily manage user access, permissions, and roles.

CloudEagle.ai includes all the essential features to simplify your identity and access management processes. It comes with 500+ industry-leading integrations, including SSO, finance, and HRIS, ensuring complete visibility to enhance access governance.

Identity and Access Control

With CloudEagle.ai, you gain complete visibility into who has access to applications, why they need it, and when they’re using it. This centralized control allows you to effortlessly manage access, streamlining the entire process from intake to provisioning and deprovisioning—all from a single platform.

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To make compliance and security audits even smoother, CloudEagle.ai provides easy access to application logs. You can seamlessly export records of who has access to each application directly from your CloudEagle.ai portal.

This level of automation extends to onboarding and offboarding as well. Through zero-touch onboarding capabilities for SCIM and non-SCIM apps, you can guarantee that employees have the correct application access from day 1. 

Automated triggers handle access assignments and revocations instantly as team members join or leave. And, Just-In-Time Access provides employees with the necessary permissions precisely when needed, minimizing delays and enhancing operational efficiency.

Self-Service App Catalog

The self-service app catalog makes managing app access requests easier for employees and administrators. Administrators receive alerts through Slack and email when an employee submits a request.

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Employees can view all the applications they currently have access to and submit requests for new apps directly via Slack. If a similar app is already available, they will be directed to use it instead of acquiring a new one.

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Additionally, with CloudEagle.ai, you can grant temporary access to your critical systems—like AWS root—for just a few hours, with access automatically revoked once the task is completed. This timed access feature is ideal for contract and temporary workers. You can save on licensing costs without the hassle of manually revoking access when it’s no longer needed.

User Provisioning and Deprovisioning 

CloudEagle.ai’s auto-provisioning workflows provide a quicker and more efficient solution. You can automatically assign application access to new users according to their roles and departments, ensuring new employees have immediate access to the necessary tools.

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Additionally, CloudEagle.ai’s automated user offboarding is perfect if you’re looking to minimize the risks associated with manual access revocation. The platform’s workflow can automatically revoke access for inactive accounts after a specified period of inactivity.

Here’s how Remediant successfully implemented automated user provisioning and deprovisioning using CloudEagle.ai.

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Compliance Management

Failing to adhere to the latest security regulations can result in data breaches, penalties, and damage to your reputation. Therefore, it’s crucial to prioritize SaaS compliance. However, managing compliance manually can be challenging

CloudEagle.ai is certified with GDPR, SOC Type 2, and ISO 27001 standards. You can seamlessly integrate CloudEagle.ai with your internal systems to collect relevant data, providing centralized visibility to verify the compliance status of all your SaaS applications.

When selecting SaaS applications, it’s vital to avoid non-compliant options, as they can lead to:

• Data and privacy concerns
• Data breaches
• Legal penalties and lawsuits
• Loss of competitive edge
• Damage to your reputation

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Best Practices for Implementing Time-Based Access in SaaS Environments

1. Define Clear Policies: Set guidelines on when and how time-based access is granted

Implementing time-based access in SaaS environments starts with setting a solid framework. Clear policies help everyone involved understand when time-based access is appropriate, what it covers, and how it aligns with your organization's security goals.

Your policies should specify the criteria for granting time-based access, such as project requirements, the sensitivity of the data, and user roles. Additionally, outline the workflows for requesting access, including the necessary approvals and the communication channels.

In addition, you must review and update the policies regularly. This is extremely important as your organization’s needs and compliance requirements change over time.

2. Monitor Access Usage: Track how often and for what purpose time-based access is used

Tracking how often and for what purpose time-based access is used is of utmost importance. It will help you determine the effectiveness of your access management strategy and identify security gaps.

Maintaining access logs allows you to analyze trends to understand which resources are accessed frequently and detect any unusual activities. This will prove highly beneficial during audits. 

Regularly reviewing access data allows you to make informed decisions about policy adjustments and enhances security. Doing so can create a secure environment while providing relevant access. 

3. Review and Optimize: Regularly audit processes to identify gaps

Lastly, don’t forget to review and optimize your access management processes. Regular audits are crucial for identifying gaps in your policies and workflows. It will lead to enhanced security and efficiency. 

Moreover, gathering feedback from users and stakeholders during these reviews can lead to process improvements. Thus, you ensure that your organization remains agile and secure.

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Conclusion

As hackers grow more sophisticated, protecting your business requires a proactive approach. Time-based access control is a powerful way to stay one step ahead, ensuring that access to sensitive systems is limited only when it’s truly necessary.

And if you’re looking for the perfect platform to automate your access control, CloudEagle.ai is here to help. From self-service app catalog to automated user provisioning and deprovisioning, you don’t need to worry about unmanaged identity and access. 

Sounds interesting, right? Schedule a demo and our experts will help you understand its complete IAM features. 

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