IT admins have enough on their plates already. Managing access to company systems shouldn’t add to that.
Yet, user provisioning is often a mess.
New hires wait too long for access, offboarding is rushed, and keeping permissions up to date across dozens of apps is frustrating.
Be off guard and invite trouble—a single mistake could mean hours spent fixing permissions or unauthorized access, a huge threat to your organization. That’s because 74% of all breaches involve the human element, including privilege misuse or stolen credentials.
This Redditor definitely feels the pain. Via Reddit
That’s why we IT folks swear by user provisioning software. It automates account creation, updates, deactivation, and more to let IT folks finally take a relaxed lunch break for once.
Let’s help you choose the best user provisioning software in 2025.
TL;DR:
User provisioning software automates who gets access to what within your organization. It creates, updates, and deletes user accounts across your apps and platforms and keeps everything smooth and secure.
Less manual grunt work, tighter security, easy compliance, and it grows with your team: the benefits are clear.
Look for automation, integration with HR and IT tools, role-based access control (RBAC), audit logs for tracking, and device/software management in one neat package.
The tools in our list include Okta, Microsoft Entra ID, Jumpcloud, Sailpoint, Google Cloud Identity, IBM Verify, OneLogin, and CyberArk Identity.
Pick a tool that matches your setup (cloud, on-premises, or hybrid), fits your budget, and scales with your future plans
User provisioning software is a tool that organizes and automates the management of user accounts, access rights, and permissions within your organization’s IT systems. These tools handle creating, modifying, and deleting user accounts across multiple platforms.
With user provisioning tools, you can ensure that employees, contractors, and other stakeholders always have the appropriate level of access to applications, networks, and data required for their roles.
Think of it as a keycard system in a hotel. The software generates cards for each room and assigns them to each visitor (employee) upon arrival. Swipe in for access, swipe out when you’re gone—simple and easy.
For instance, when a new hire joins, user provisioning software automatically sets up accounts for email, project tools, or ERP systems based on their role. If they switch jobs or leave, the software quickly tweaks or shuts off their access without fuss.
Excited to pick the best user provisioning software? Let’s begin with…
If you don’t know what to look for in your software, you’ll probably end up with something not even meant for your organization. Others have had similar confusion in the past:
Via Reddit
When you’re shopping around for user provisioning software, these are some must-have features to satisfy your IT team.
Automated onboarding and offboarding: Look for a tool that automates user provisioning and de-provisioning so new hires can access the right tools immediately and departing employees lose access just as fast.
Integration with HR and IT systems: A good provisioning tool should easily sync with your existing HR and IT infrastructure, such as Workday, Okta, and Azure AD.
Role-based access control (RBAC): With RBAC, permissions are assigned based on job roles. Employees get the right level of access without exposing sensitive data unnecessarily.
Audit logs and compliance tracking: These logs track who accessed what and when to help with your compliance efforts. They also make meeting security regulations easier and troubleshoot access-related issues.
Multi-purpose provisioning: User provisioning should also extend to devices and software. The right tool will automatically assign, track, and revoke software licenses and hardware.
Workwize is a hardware management platform that automates the entire lifecycle of your IT assets. It’s one platform to procure, deploy, manage, retrieve, and dispose of hardware.
Workwize ensures all your employees receive pre-configured, MDM-enrolled devices ready to work on from day 1. This means, you can count on Workwize for the complete deployment process, including user provisioning.
Onboarding and offboarding employees hasn’t been easier before. Workwize integrates with your HRIS platform so new employees are synced automatically. Once that’s done, you can order equipment from within Workwize to reach them directly with everything set up and ready to use. Similarly, when it’s time to bid goodbye, count on Workwize to remotely lock devices, retrieve equipment, and ensure nothing lingers behind.
Automated user onboarding/offboarding: IT teams can configure workflows for role-based access + hardware provisioning
Integrates with Okta, HRIS, and MDM platforms, such as Workday, Microsoft Intune, and many others, for seamless user provisioning
Zero-touch device deployment: Workwize offers zero-touch deployment, which means all employees get pre-configured laptops and IT assets sent globally within 5-7 days.
Automated retrieval & disposal of IT hardware: Workwize covers everything before and after user provisioning, so you can ensure security even post-offboarding.
Automates user onboarding and offboarding and reduces manual processes for IT teams
Comes with several integrations to make hardware management a breeze
Offers a transparent pricing model
Not the best fit for teams of less than 50 employees
Basic: $8/month/seat
Professional: $11/month/seat
Enterprise: Custom price for the Enterprise plan.
Via Okta
Okta simplifies creating, updating, and deactivating user accounts across applications and systems. The platform integrates with a long list of cloud-based and on-premises apps. It connects with tools like Google Workspace, Salesforce, and internal systems connected through Active Directory (AD) or LDAP.
Okta’s Universal Directory is your hub for all your user data. The tool makes it easy to manage profiles and ensure consistency across systems. Moreover, you also get features like real-time synchronization and Just-in-Time (JIT) provisioning.
P.S. Pick Okta to brag about the fact that you use the same identity management tool as the McLaren F1 Team.
Reduce manual tasks by automating the entire user lifecycle, including onboarding, role updates, and offboarding.
Get support for over 7,000 applications through the Okta Integration Network (OIN).
Simplify user account management in connected applications using SCIM or custom API integrations.
User-friendly with a modern interface
Supports working with thousands of users simultaneously
Can be costly for small businesses and startups
Several users complained about authentication issues
A reviewer shares their experience using Okta. Via G2
Custom pricing
Via Microsoft Entra
Microsoft Entra ID, part of the Microsoft Entra family, automates creating, updating, and removing user identities and roles across various apps, including cloud-based SaaS platforms like Salesforce, Dropbox, and ServiceNow, as well as on-premises systems.
It integrates with HR tools like Workday, SuccessFactors, and other popular HR systems and syncs user data directly from the source of authority. Automated deprovisioning and lifecycle management are also there, as you’d expect.
If you’re getting some deja vu, that’s probably because Microsoft Entra ID was previously Azure Active Directory.
Automate the creation, updating, and removal of user accounts based on role or status changes.
Sync identities from on-premises directories or directly manage them in cloud-based systems.
Let administrators define how user data flows between source and target systems with custom attribute mapping.
Users love its security and the way it powers strong endpoint management
New security features are consistently added, something users praise
There is some complexity in the setup and configuration phase
Support and community engagement could be better
Free with certain Azure and Microsoft services
Premium P1: $6/month per user
Premium P2: $9/month per user
Via Jumpcloud
Jumpcloud lets you provision user accounts across devices (Windows, macOS, Linux), apps (via SAML and SCIM), networks (RADIUS), and file servers like SAMBA.
Unlike older, on-premises setups, JumpCloud lives in the cloud, so you don’t need to wrestle with complex hardware. Plus, the platform has a knack for automation. You’ll find features like Just-in-Time (JIT) provisioning and tie-ins to HR platforms like Workday and BambooHR.
This one also covers lifecycle management. Jumpcloud’s Self-service Account Provisioning feature is a great addition. With it, users can bind their JumpCloud accounts to managed devices directly from the login window.
Use SCIM to automate user provisioning and deprovisioning across integrated applications.
Import users from Entra ID into Jumpcloud in real-time and allow immediate provisioning of specific users to expedite the process if needed.
Create, update, or deactivate user accounts in connected systems like StrongDM, Joan, and Keeper automatically as changes are made in Jumpcloud.
Integrates well with existing workflows like Active Directory and Google Workspace
Users also praise its interface, customer service, and ease of implementation
A recurring complaint is the lack of missing features, such as advanced search, and bugs
A bunch of users complained about the learning curve involved in setting up and using the product
Custom pricing
Via Sailpoint
A big part of Sailpoint’s appeal is its automation; the IAM platform automates most of the identity management, including user provisioning, de-provisioning, access requests, and certifications.
Automated provisioning is a huge time-saver for large teams. When access is granted to a source system, the platform creates user accounts, and admins can then configure account attributes.
Lifecycle states (active, on leave, terminated) and role-based access control (RBAC) drive the process. Say someone’s status changes to “terminated”—SailPoint will instantly revoke their access across all systems. Or if they get promoted, it adjusts their permissions to match their new role.
Connect all your systems and teams with your IT and security apps to share and act on identity intelligence as and when needed.
Configure and execute risk-based identity access and lifecycle management strategies for non-employees.
Conduct real-time access risk analysis and identify potential security risks
Makes managing user permissions and enforcing policies very simple
Several praised its customization capabilities
There is a well-known cache issue while working on a rule or workflow
The installation process could prove difficult for some
Custom pricing
Google Cloud Identity combines identity, access, app, and endpoint management (IAM/EMM) in one solution that centralizes control over who gets access to what in your organization. Being a Google product, it has very deep integrations with Google Workspace and Android systems.
The user provisioning on offer here leans heavily on integration and automation. It can sync up with your existing identity providers—like Microsoft Entra ID—and pull user data from there.
Once it has the data, it automatically creates accounts in Google Cloud, Google Workspace, or even third-party apps that support it.
Enable your employees to work from virtually anywhere, on any device, using single sign-on to thousands of pre-integrated apps.
Use a single admin console to manage user, access, app, and device policies and monitor your security and compliance posture with reporting and auditing features.
Integrate with hundreds of cloud apps, like Asana, Workday, SAP, Zendesk, etc.
Relatively easier to use compared to other similar tools
MFA and SSO work flawlessly
Has limited monitoring support.
The tool doesn’t have a lot of reviews and ratings.
Custom pricing
Via IBM
This tool is IBM’s centralized, cloud-native, scalable IAM solution, which supports hybrid environments, including cloud, on-premises, and legacy systems.
Verify connects to many apps with hundreds of pre-built connectors—called adapters—that let it talk to popular SaaS tools like Google Workspace, Box, or ZenDesk. These connectors use SCIM 2.0. So, when a new employee joins, Verify pushes their account details to all these apps in one go.
This solution also supports incremental provisioning (phased rollouts for large-scale deployments). With this, you can gradually provision apps across geographies or departments.
Users can self-service their profiles to instantly modify attributes, preferences and consent, and enable secure account recovery.
Build frictionless and secure user experiences by integrating your existing identity tools with no-code experiences and drag-and-drop visual flows.
Evaluate user risk at all times by applying AI and machine learning for higher accuracy.
Manages both customer and workforce identities at scale for robust security
Users appreciate its 2FA and other powerful security features
One common complaint is that the Initial setup and configuration is complicated
Several users feel the platform is expensive
Custom pricing
Via Onelogin
OneLogin’s bread and butter is Single Sign-On (SSO). It supports SAML and OpenID Connect and works with thousands of apps. There’s even API-based provisioning for preemptive account creation and management.
The app catalog boasts over 6,000 pre-integrated options. For end users, it’s a time-saver; for IT, it cuts down on password reset tickets. Plus, it has mobile SSO, so you can pull this off on your phone or tablet as easily.
User provisioning is also a big part of OneLogin's functionality. OneLogin synchronizes user attributes and entitlements in real time. For instance, changes made in a central directory like Active Directory (AD) or LDAP are instantly reflected across downstream applications.
Let employees access thousands of policy-compliant apps, on-prem and in the cloud.
Onboard new users in minutes and modify provisioning in real time.
Enable self-service administration of passwords and account information.
Simplifies login by grouping all tools and sites behind one passphrase
It’s fairly simple to use and reduces password fatigue in organizations
There are some occasional bugs
Users also complained of outages and downtimes
One of OneLogin reviews. Via G2
Custom pricing
CyberArk claims to provide “the most complete Identity Security Platform to secure all identities from end-to-end.” Like IBM Verify, CyberArk also handles both workforce and customer access.
For your workforce, you can configure simple and secure access to business resources using Single Sign-On and Multi-Factor Authentication. SSO also works for your customers, albeit with more finely tuned policies. MFA also works with strong AI-powered, risk-aware, and password-free authentication.
As for DevOps and Cloud systems, you get to secure access to machine identities within the DevOps pipeline.
For the remote work crowd, CyberArk Identity has a great feature called Secure Web Sessions. Say your team’s using a web app like ServiceNow from home—CyberArk can record their sessions, monitor what they’re doing, and block or mask data if something looks off.
Prevent and isolate threats by managing privileged accounts, credentials, and sessions and remediating risky activities.
Secure credentials used by applications, scripts , and other non-human identities from the Secure DevOps module.
Secure remote users’ access to cloud and on-premises applications, endpoints, VPNs, and other critical resources.
Automates detection, sorting, and onboarding of new privileged accounts
Some users also praise its automation capabilities
Users complained that the software could be buggy at times
Others feel the software could be hard to manage and use
Custom pricing
Here, you must consider your company’s needs, IT setup, and future growth. Here’s what to consider:
IT infrastructure size and complexity: A small business with a simple setup won’t need the same tools as a large enterprise managing thousands of users. Pick a solution that fits your scale.
Cloud vs. On-prem: SaaS provisioning tools are great if you're fully cloud-based. For hybrid environments, ensure the tool supports cloud and on-prem systems.
Integration requirements: Check if the software fits your existing stack (like your HR platforms, identity providers, and security tools). Smooth integration saves time and headaches.
Budget and scalability: Some tools have a per-user pricing model, while others charge a flat rate. Make sure it’s cost-effective as you grow.
Security: For improved security, look for a tool with audit logging, role-based controls, and automated de-provisioning.
The best tool is one that fits your needs today but also grows with you. Think long-term and choose wisely. We recommend trying out Workwize to see how easy it can make employee onboarding and offboarding.
We also like Okta for its ease of use and security, and IBM Security Verify for its advanced features.
But no matter what tool you pick, partnering with Workwize will smoothen your IT operations like never before. Companies like DuckDuckGo and HighLevel use and love it.
Book a Workwize demo now to see how.