How to Choose an Access Management Tool for External Partners

Choosing an access management tool for external partners means finding a system that lets you securely share your internal resources—like portals, APIs, or documents—with vendors, contractors, or clients, without giving them full access to your entire network. This guide walks you through the key features to evaluate, how to match them to your needs, and common pitfalls to avoid. You’ll need a clear list of your current access pain points and a rough idea of how many partners you’ll manage.

What You’ll Need

A list of the specific resources partners need (e.g., a customer portal, a file share, a SaaS app).
An estimate of the number of external users and how often they’ll access your systems.
Your security requirements (e.g., compliance standards like SOC 2, GDPR, or HIPAA if applicable).
Your current identity infrastructure (e.g., Active Directory, Okta, or none).

Step-by-Step

Define your partner types and access levels. Write down the different categories of external users (e.g., subcontractors, vendors, clients) and what each should be able to see and do. For example, a vendor might need read-only access to a project folder, while a client might need to submit tickets. This becomes your baseline for evaluating tools.
List your must-have features. Based on your access needs, identify the non-negotiable features. Common ones include: single sign-on (SSO) for partners, multi-factor authentication (MFA) enforcement, granular permission controls (like role-based or attribute-based access), and the ability to set access expiration dates. If you have a compliance requirement, note that too.
Check integration capabilities. Look for tools that integrate with your existing identity provider (IdP) or directory, as well as the apps your partners use. If you use Microsoft 365, Google Workspace, or a specific CRM, make sure the tool has pre-built connectors. If you have custom internal apps, verify the tool supports SAML 2.0, OAuth, or SCIM for provisioning.
Evaluate the partner experience. Ask for a demo or trial and test the login flow from a partner’s perspective. Is it easy for them to request access, reset a password, or get help? If partners need to download an app or remember a complex process, they’ll likely struggle. Look for self-service options like password reset and a simple dashboard for their own access requests.
Review admin and governance controls. The tool should give you a clear dashboard to see who has access to what, when they last logged in, and any unusual activity. Check if you can set up approval workflows (e.g., a manager must approve a new partner), automatic deprovisioning when a contract ends, and audit logs that are easy to export for compliance reviews.
Consider scalability and pricing. Estimate your current and future partner count. Some tools charge per user, which can get expensive if you have thousands of occasional users. Look for tiered pricing or flat fees. Also check if the tool can handle a sudden spike in partners (e.g., during a product launch) without performance issues.
Test security features. Verify that the tool supports MFA for partners, even if they’re external. Check if it offers conditional access policies (e.g., block access from unrecognized devices or countries). Also see if it provides risk-based authentication—like step-up verification when a partner tries to access sensitive data.
Read reviews and ask for references. Look for independent reviews on platforms like G2 or TrustRadius, focusing on comments about ease of use, customer support, and reliability. If possible, ask the vendor for a reference from a company similar in size to yours. Ask about uptime guarantees and how they handle security incidents.
Run a pilot with a small group. Choose 5-10 real partners and test the tool in production. Monitor the experience: Did partners find it easy? Were there any access issues? Did admins struggle to manage permissions? Collect feedback and compare against your must-have list.
Make a decision based on fit, not just features. After the pilot, score each tool against your original list. Consider total cost of ownership (including implementation time and training). Choose the one that best balances security, usability, and cost—not necessarily the one with the most features.

Common Mistakes

Overcomplicating permissions. Giving every partner the same level of access or creating too many custom roles leads to confusion and security gaps. Start with a few broad roles and refine later.
Ignoring the partner experience. If partners find the login process too hard, they’ll either stop using your resources or find workarounds, which is a security risk.
Forgetting about deprovisioning. Many tools make it easy to grant access but hard to revoke it. Ensure your chosen tool has a clear process for removing access when a partner relationship ends.
Choosing a tool that doesn’t scale. A tool that works for 50 partners might be too slow or too expensive for 500. Always test with your projected growth in mind.
Not checking compliance alignment. If you’re in a regulated industry, a tool that lacks audit logs or data residency options could fail an audit.

Tips

Use role-based access control (RBAC) as a starting point. It’s simpler to manage than attribute-based access, especially for external users.
Set access expiration dates from day one. Even if a project is ongoing, you can renew dates as needed, but you avoid forgotten accounts.
Automate what you can. Look for tools that can auto-provision accounts when a partner is added to your CRM or project management tool, and auto-deprovision when they’re removed.
Document your access policies. Even with a tool, you need a written policy for who gets what access and how requests are approved. This helps with audits and internal clarity.
Train your admins thoroughly. The tool is only as good as the people using it. Invest time in learning the admin console and creating standard operating procedures.

Troubleshooting

If the tool doesn’t integrate with a critical app: Check if the app supports standard protocols like SAML or OAuth. If not, you may need a middleware solution or to reconsider the tool. Contact the vendor’s support—sometimes they have undocumented workarounds.
If partners are frequently locked out: Review your MFA settings. Too many authentication steps can cause frustration. Consider using a tool that supports push notifications or biometrics to reduce friction.
If you can’t see audit logs clearly: This is a red flag. Contact support and ask for a walkthrough. If the tool truly lacks proper logging, it may not meet compliance needs, and you should consider another option.
If the tool is too slow during peak usage: Check if you’re on a plan that limits concurrent sessions. Upgrade your plan or ask the vendor about performance optimization.
If you’re struggling to get buy-in from partners: Provide a simple one-page guide with screenshots. Offer a support contact for partners. Sometimes a short training session can ease adoption.

Frequently Asked Questions

What is the difference between SSO and an access management tool?

SSO is a feature that lets users log in once to access multiple apps. An access management tool goes further by managing permissions, approvals, and lifecycle—like who gets access and when it expires.

Can I use a consumer identity tool for B2B partners?

Consumer tools are designed for millions of individual users with self-signup. B2B tools typically offer more admin control, approval workflows, and integration with your existing directory. It’s possible but often not ideal.

How long does it take to implement an access management tool?

It varies widely. A simple cloud-based tool with pre-built integrations can be set up in a few days. A complex on-premises solution with custom apps might take months. Always ask for a realistic timeline from the vendor.

What is the cost range for these tools?

Pricing depends on the number of users, features, and deployment model. Some tools start around $1-3 per user per month, while enterprise solutions can cost thousands per month. Always get a quote based on your specific needs.

Do I need to buy a separate tool if I already have Okta or Azure AD?

Not necessarily. Many identity providers have built-in external collaboration features. However, if you need advanced governance, like automated deprovisioning based on contract dates, a dedicated tool might be worth it.

How do I ensure partners don’t share accounts?

Use MFA and enforce unique accounts for each partner. Some tools offer device trust or risk-based authentication to detect suspicious sharing. Also, audit logs can help you spot unusual login patterns.

Method: the standard formula for this calculation, rounded as each result states. See how the calculators work or report an error.

More cards in this drawer

The whole Numbers and Powers drawer →