Maintaining a strong security posture requires regular reviews of who has access to what. User access reviews (UARs) provide a repeatable way to confirm access rights, access permissions, and access privileges are appropriate for each person’s current role, aligned to your security policy, and ready to prove during audits.
This guide explains why access reviews matter, how the user access review process works end to end, and includes practical templates you can download to run an audit-ready review cycle across your apps and critical systems.
Your complete user access review toolkit: Three essential templates for 2026
Running access certifications gets harder when data collection is scattered and reviewer communication is inconsistent. This toolkit standardizes the review cycle so you can reduce admin overhead and stay audit-ready.
Manual templates are a great starting point, but they break down as the number of apps and access changes grows. Modern identity governance platforms help automate data collection, reviewer routing, audit trails, and remediation tracking so reviews stay consistent at scale.
Access review campaign template
This template provides a centralized spreadsheet to track access certifications, revocation decisions, escalation status, and remediation progress across the campaign. It facilitates efficient tracking and documentation of access changes, ensuring a comprehensive and auditable record of the review process.
đź’ˇHow to use this template: Each row of the access certification should be populated based on in-scope entitlements (group memberships, roles, etc.). Once certifications are completed, revocations or access changes should be executed and tracked.
Application population report template
This template streamlines a consolidated view of user access across in-scope systems and apps, used to ensure no users are missed and to map local accounts to corporate identities.
💡How to use this template: Populate application population reports for each system that’s in scope prior to kicking off access reviews. You will also need to ingest HR and/or cloud directory data to map app users. This ensures that you have a complete picture of user status so that you can identify the corporate identity responsible for the local user account and find the manager for that user if needed.
Notifications template
This template offers preformatted email communications for notifying reviewers about pending review tasks and overdue actions. Sending regular notifications ensures timely completion of reviews and reduces the risk of missed deadlines.
đź’ˇHow to use this template: Copy the appropriate communication template, add and remove language where needed, and send to reviewers.
The user access review process: Six key steps
Here’s a breakdown of the key steps involved in conducting regular user access reviews:
1. Planning and scoping
- Identify in-scope systems: Determine which applications, systems, and data repositories will be included in the review. Prioritize critical systems containing sensitive data and those subject to regulatory compliance.
- Define entitlements: Clearly define the access rights, user roles, and user permissions that will be evaluated for each system. This includes identifying different levels of access (e.g., read-only, read-write, admin).
- Set review frequency: Determine how often you will conduct reviews (most organizations conduct them quarterly) based on risk and compliance requirements.
2. Data gathering
- Pull data from in-scope systems: Gather identity and access data from in-scope applications, user directories, and HR systems
- List all users: Include internal employees, external partners, and terminated users.
- Document each user’s access: Document the access users have to in-scope systems, noting their roles (admin or user) and any access to privileged accounts.
3. Analyzing user access
Review the collected data to identify potential risks:
- Terminated employees and third-party vendors: Ensure that accounts of former employees and external partners are deactivated and their access revoked. Update offboarding processes to prevent future oversights.
- Shadow admin accounts: Identify non-admin accounts with sensitive privileges (shadow admins). Revoke unnecessary privileges or move these accounts to a privileged admin group for closer monitoring.
- Privilege creep: Identify employees who have changed roles and may have accumulated excessive permissions (privilege creep). Remove any access no longer required for their current responsibilities.
- Unnecessary access: Review the remaining users to ensure they have only the necessary access and privileges to perform their job duties.
4. Generating Access Certification
Access certification is a critical step in the user access review process. It involves creating a detailed record of user access privileges across all relevant systems and applications. This record should clearly outline the applications they can access, their roles and permissions within those applications, and any specific data they can access. This information should be organized in a clear and concise format, ensuring completeness and accuracy.
This step is crucial because it establishes a clear baseline of each user’s current access privileges, facilitating an efficient and accurate review process. By having a structured overview of user access, reviewers can easily assess whether those permissions are appropriate and aligned with the principle of least privilege. Access certifications also serve as auditable documentation, supporting compliance with regulatory requirements and demonstrating a commitment to robust security measures.
5. Reviewing and approving
- Automate the review process: Automated workflows can route review items to the right stakeholders and trigger escalation automatically when deadlines are missed.
- Federate to reviewers: Assign access certifications to appropriate reviewers, such as data owners, application owners, line managers, or IT security personnel.
- Review and make decisions: Reviewers evaluate each access certification and decide to approve, revoke, or modify access based on the principle of least privilege, security policies, and compliance requirements.
- Escalate where necessary: Use escalation paths for overdue items to keep the review cycle on schedule.
6. Remediation and monitoring
- Remediate access: Implement the approved access changes, including revoking unnecessary permissions, modifying access levels, or disabling inactive accounts.
- Downgrade permanent access: Evaluate whether users with permanent access can be downgraded to temporary access when appropriate.
- Document changes: Maintain detailed documentation of each review cycle, including the list of tools, user access rights, reviewer comments, approver decisions, and any access changes made. This ensures transparency and simplifies future reviews.
- Monitor and track: Continuously monitor user access and activity to detect anomalies and ensure ongoing compliance.
Automated remediation reduces time-to-revoke by making approved access changes enforceable immediately, instead of waiting on manual tickets.
The benefits of using a user access review template
- Enhanced security: Regular, systematic user access reviews identify and eliminate security gaps arising from outdated or unnecessary access privileges. Taking a proactive approach strengthens your defenses against security breaches, insider threats, and unauthorized access, safeguarding your critical assets and sensitive information.
- Effortless compliance: Meeting regulatory requirements like GDPR, HIPAA, or SOX becomes significantly easier. A template provides a documented and auditable process for demonstrating compliance, reducing the risk of penalties and reputational damage.
- Increased efficiency: Streamlining your access review process frees up valuable time and resources, allowing your IT and security teams to focus on strategic initiatives that drive business growth.
- Reduced operational costs: Minimize the risk of security incidents and compliance violations that can lead to financial losses. A proactive approach to access management helps avoid costly remediation efforts and legal battles.
Conduct intelligent access reviews with ConductorOne
ConductorOne slashes manual work for teams conducting user access reviews. Instead of stitching together spreadsheets, emails, and screenshots, you can run access certifications in just a few clicks with AI-driven automated workflows, audit trails, and remediation tracking.
Streamline the review process
- End-to-end automation: Streamline review scoping, task routing, and communications.
- Platform-native AI agents: Hand off routine certifications and get deeply researched insights.
- Risk-based recommendations: Prioritize critical reviews and ensure reviewers make informed decisions.
- Continuous tracking: ConductorOne continuously tracks user access and usage activity, providing real-time alerts for high-risk access and separation of duties violations.
- Automated remediation: Enforce security policies and compliance requirements with automated remediation capabilities. Automatically revoke or modify access based on predefined rules and risk profiles.
- Comprehensive audit trails: Maintain detailed audit trails of all access changes and review activities. This ensures accountability and simplifies compliance audits.
Ready to simplify and automate your user access reviews? Talk to our team.
FAQs
How long does it take to do user access reviews?
When done manually, user access reviews can take weeks or months. But with an AI-driven intelligent platform like ConductorOne, you can scope and prepare granular reviews in a few clicks, save templates, and schedule recurring reviews.
Who should do user access reviews?
The responsibility for conducting user access reviews typically falls on a combination of individuals:
- Data owners: Individuals responsible for the security and integrity of specific data sets. They have the authority to determine who should have access to the data.
- Application owners: Individuals responsible for managing and securing specific applications. They understand the access requirements for their applications.
- Line managers: Managers who supervise employees and have insight into their job responsibilities and access needs.
- IT security teams: The IT security team plays a crucial role in facilitating the review process, providing tools and support, and enforcing security policies.
What are user access review best practices?
- Establish a clear policy and scope: Define a comprehensive policy that outlines the frequency, scope, and roles and responsibilities for user access reviews. This policy should align with your organization’s security standards, such as ISO 27001, and regulatory requirements.
- Automate where possible: Leverage automation tools to streamline data gathering, analysis, and reporting. This reduces manual effort, improves accuracy, and allows for more frequent reviews, strengthening your internal controls.
- Implement role-based access control (RBAC): Utilize RBAC to simplify access management and ensure that users have the appropriate access permissions based on their roles. This helps prevent privilege creep and streamlines the review process.
- Focus on risk: Prioritize high-risk users and systems. Focus your efforts on users with elevated privileges, access to sensitive data, or those who have undergone recent job changes. Consider implementing risk-based authentication to further enhance security.
- Engage stakeholders: Clearly communicate the importance of user access reviews to all stakeholders, including business unit managers, data owners, and IAM providers. Provide training to reviewers and foster collaboration between IT and security teams.
- Maintain documentation: Keep detailed records of all access review decisions and maintain comprehensive audit trails. This documentation supports compliance efforts and provides valuable insights for future reviews and audits.
Continuously improve: Regularly evaluate the effectiveness of your user access review process and make adjustments as needed to optimize its efficiency and alignment with industry best practices and evolving security threats. Consider automating user provisioning and deprovisioning processes to improve efficiency and reduce errors.
