User Access Review Guide for HR Teams: What You Need to Know

User access review is often seen as a technical or IT-driven process, but HR teams are a crucial part of making it effective. From onboarding and role changes to offboarding, HR holds key information about users that shapes their access to systems and data.

In this guide, we’ll break down what HR professionals need to know about user access review, how they contribute to security and compliance, and how identity governance and administration solutions can help streamline the process.

Why HR’s Role in User Access Review Matters

User access reviews ensure that employees, contractors, and partners have the right level of access to business systems—no more, no less. Too much access can create security risks, while too little can hinder productivity.

Since HR manages employee records and status changes, they are often the first to know when someone:

• Joins the organization

• Switches departments or roles

• Goes on extended leave

• Leaves the company

These changes directly affect what access a user should have. When HR and IT work together, access reviews become much more accurate and efficient.

Key Responsibilities for HR in the Review Process

Here’s how HR teams can contribute to a successful user access review process:

1. Accurate Employee Data

HR systems are the source of truth for employee roles, departments, and employment status. Keeping this data up to date ensures access reviews reflect current organizational structure.

2. Timely Communication of Changes

HR must promptly communicate when an employee transfers, is promoted, or leaves the company. Delays in these updates can lead to access lingering longer than it should, which increases risk.

3. Onboarding and Offboarding Coordination

During onboarding, HR can work with IT to define role-based access based on job functions. During offboarding, HR should trigger deprovisioning workflows to remove access immediately.

4. Participation in Periodic Reviews

HR may be involved in quarterly or annual user access reviews, especially for sensitive roles like payroll, recruitment systems, or employee records.

Common Challenges HR Teams Face

• Lack of Visibility: HR may not have insight into which systems users have access to.

• Manual Processes: Coordinating with IT via spreadsheets and emails is slow and error-prone.

• Role Ambiguity: Without clear definitions of access per role, it’s hard to know what’s appropriate.

These challenges can be overcome with the right tools and better collaboration.

How Identity Governance and Administration Helps HR

Modern identity governance and administration (IGA) solutions bridge the gap between HR and IT. Here’s how:

• HR-Driven Workflows: IGA platforms can sync with HR systems (like Workday or BambooHR) to automate provisioning and deprovisioning based on employment status.

• Access Visibility: These platforms give HR teams visibility into what systems a user can access, making it easier to spot anomalies.

• Audit Support: IGA tools create a complete audit trail, which is helpful for compliance checks involving HR-sensitive systems like payroll or benefits platforms.

• Role-Based Access Models: IGA solutions help define and enforce access by role, reducing guesswork and improving consistency.

Best Practices for HR Teams

1. Partner with IT and Compliance: Make user access review a shared responsibility across departments.

2. Update Roles Regularly: Work with IT to keep role definitions aligned with actual job functions.

3. Use Automation Where Possible: Let identity governance systems handle routine tasks so HR can focus on people, not permissions.

4. Train HR Staff: Ensure the team understands the basics of access control and why it's important.

Final Thoughts

User access review isn’t just an IT concern—it’s a business-wide responsibility, and HR plays a major part. By keeping employee data accurate, coordinating with IT, and leveraging identity governance and administration tools, HR teams can help protect sensitive information while supporting smooth operations.

With the right approach, HR becomes a vital partner in maintaining a secure and compliant organization.