While cloud applications give you freedom to work from anywhere, remembering login credentials for all of them can be a challenge. If you’re working alone with each of your apps, you can perhaps keep track of the most important ones, and rely on an app like 1Password or LastPass to keep up with the rest. But what if you’re working with a team, and everyone needs access to the same app accounts for your company?
OneLogin offers a brilliant solution for managing logins for a multitude of apps. With the service, you can authorize all your apps and launch them without having to enter user names and passwords for each. Let’s take a look.
To start using OneLogin, you can register to a 15-day trial of the Enterprise Plan (normally $5/month), after which you can sign up for plans starting at $1 per user, per month.
OneLogin is designed both for personal and professional purposes. Apps can be viewable only to you, or can be shared by members of your team. You can start adding apps from the home screen by clicking on Find apps from the Tip! menu bar. Added apps appear under the same menu, and clicking on them opens a new tab and brings you to that particular app’s page.
You can browse through apps by category, or just use the search bar. OneLogin has a massive collection of web apps that are nicely organized to keep browsing as simple and fast as possible. In the example below, I typed in Mailchimp to find and add the app.
On the next screen, you can edit or add information about the app. This is where you can edit the account’s privacy — whether it can be viewed by you only, or by other members of your team. You can also use the Assumed sign-in function, allowing you to maintain your identity even when assuming another member’s profile.
The next few steps differ depending on whether you’re adding a personal or organization app, but both require some sort of authorization from the app that’s being added. Most of the time, it would require you to perform a one-time login to that app, and allow OneLogin integration from there. Other apps like Dropbox requires a browser extension to be installed before you can add them.
Added apps should now appear under the Portal tab, and are classified as either personal or under an organization. Personal apps cannot be shared, and can only be viewed by a user with administrative rights. Organization apps, on the other hand, can be shared with group members, and an admin can grant permissions accordingly.
Adding a member is done by clicking on the People tab. On the right sidebar, click on New User. Each OneLogin user is given an OpenID account, and this can be edited when adding new users. The Active tick box should always be checked for the user to be able to log in the OneLogin account.
If you have a lots of members to add, you can import a CSV file which includes their first name, last name and email.
Users can further be organized into groups, as well as given certain roles with specialized access to perform specific tasks. For example, one group can be writers, and are given access only to writing and project management apps. Another group can be accountants, or financial assistants and are given access to financing and payroll management apps.
The Activity tab is a simple log of all user activity within OneLogin, and serves as a log for tracking or audit purposes.
Under the Security tab, advanced settings are available such as Desktop SSO and VPN. One main feature is being able to edit or make new Policies. Policies control password creation and IP address handling and can either be set for a group or a specific app. To add a policy, click on the New policy button on the right sidebar.
The launch page can be configured to follow a branding or theme. The settings are found by clicking on Account then going to Branding. Once enabled, you can customize the OneLogin URL, add a company logo and even paste a custom CSS.
Overall app settings can be found in the Settings tab under Portal. This lets you specify browser behavior when clicking on an app — specifically whether to open apps in a new tab or window. You can also edit your OpenID from here.
OneLogin is a great way to manage multiple cloud apps, whether by yourself or with a team. The interface may not be as intuitive as one would want, but it’s not something you won’t get used to. For this reason, OneLogin may not be for casual or less tech-savvy users. Considering the purpose of this app is to launch web apps from one place, the ideal OneLogin user should be at least well-versed with navigating through a web app interface and understanding basic and advanced features. Even for me, some features required a bit of research to fully understand what they’re for. The brief descriptions with each tab (found at the right side) helped a lot.
This service is aimed for serious web app users like freelancers, or small and medium businesses that do most of their work online. To get all features mentioned in this review, note that you’ll have to subscribe to the Enterprise Plan at $5/month with unlimited users, roles and apps, among other perks. If you prefer a more affordable option, a Starter Plan is available for $1/month with unlimited users, two roles and five apps. Considering the solution that OneLogin offers, it’s well worth the investment.