As your use of Board grows, it’s normal for your user list to grow and change too.
New people join. Roles change. Teams reorganize. Some users need more access, while others may no longer need the same level of access.
That’s why it’s useful to do a simple license and access health check every quarter.
This does not need to be complicated. A quick review can help keep Board easier to manage, more secure, and better aligned to how your teams actually work today.
License health check: 5 questions to ask every quarter
1. Are all active users still the right users?
Start with the basics.
Review your current user list and ask:
- Does each person still need access?
- Are they still in the same role or team?
- Are there users who have left the business or moved to another function?
A small cleanup each quarter is much easier than a big cleanup once a year.
2. Does each user have the right level of access?
Access should match what the person needs to do in Board.
For example:
- View reports
- Enter or submit data
- Review or approve plans
- Manage a process
- Administer users or applications
- Build or maintain Board content
If someone only needs to review information, they may not need the same access as someone who owns a planning process.
3. Are users sharing access?
Each Board user should have their own access.
Shared logins can make it harder to understand who changed what, who needs training, and who should receive communications or support.
A named-user approach also helps your team keep better control of access, accountability, and adoption.
4. Have any users changed role, region, or responsibility?
This is one of the most common reasons access becomes outdated.
When someone changes role, check whether their Board access should change too.
For example:
- A user moves from one department to another
- A regional manager takes on a new geography
- A finance user joins a new planning cycle
- A project team member no longer needs temporary access
Access should follow the person’s current responsibilities — not their old ones.
5. Are new users getting the guidance they need?
A license only creates value when the user knows what to do with it.
For new users, consider sharing:
- Their main Board applications or reports
- The process they are part of
- Who to contact internally for help
- Relevant Board Academy learning
- Useful Community resources
- Any internal checklist or training material your team uses
Good onboarding helps users become productive faster and reduces avoidable support cases.
Quick quarterly checklist
Here’s a simple version you can save or forward internally:
✅ Review active users
✅ Remove or update users who no longer need the same access
✅ Check whether roles and permissions still match responsibilities
✅ Confirm users are not sharing logins
✅ Make sure new users know where to start
✅ Document any major access changes
✅ Ask your internal Board owner or Customer Success Manager if you need guidance
Why this matters
A regular license health check helps you keep Board:
- Easier to administer
- More secure
- Better aligned to your business processes
- Easier to support
- More valuable for the people using it
Small checks, done regularly, can make a big difference.
Over to you
Admins and process owners: what’s one access-management tip you would share with another Board customer?
Comment below — or save this checklist for your next quarterly review.
