What is Single Sign-On?

‘Single Sign-On’ (SSO) in HR terms refers to a technology or system that allows users to access multiple HR applications, systems, or platforms using a single set of login credentials. With SSO, users can authenticate themselves once and gain access to various HR-related tools and resources without the need to re-enter their login information for each individual system.

Here are some key aspects of Single Sign-On in HR:

Simplified user experience: SSO simplifies the user experience by eliminating the need for users to remember and enter multiple usernames and passwords for different HR applications. Once authenticated, users can navigate seamlessly between various HR systems, such as HRIS (Human Resources Information System), payroll software, benefits platforms, time tracking systems, or learning management systems, without the need for repeated login attempts.

Centralised user management: SSO allows for centralised user management, where user credentials and access permissions are managed from a single point. When an employee joins or leaves the organisation, their access to various HR systems can be easily granted or revoked in one place. This centralised user management improves security and reduces administrative overhead associated with managing user accounts across multiple systems.

Enhanced security: SSO can enhance security by reducing the number of passwords employees need to remember and potentially share. With SSO, employees are less likely to resort to using weak or easily guessable passwords. Additionally, the authentication process can be strengthened with additional security measures such as multi-factor authentication (MFA), which provides an extra layer of security by requiring users to provide additional verification, such as a fingerprint, token, or one-time password.

Time and productivity savings: SSO saves time and improves productivity by eliminating the need to repeatedly log in to different HR systems. Employees can quickly access the HR tools they need, reducing the time spent on authentication and increasing efficiency when switching between various HR applications or performing tasks that require access to multiple systems.

Integration and interoperability: SSO facilitates the integration and interoperability of various HR systems. It allows different applications to share authentication information, making it easier to pass user identity and access permissions between systems. This integration enables a seamless flow of information and data exchange between HR systems, leading to more efficient processes and improved data accuracy.

Compliance and auditability: SSO can contribute to compliance and auditability efforts in HR. By managing user access and authentication from a central point, organisations can better track and monitor user activity across various HR systems. This centralised approach simplifies auditing and ensures that appropriate access controls are in place, helping organisations meet regulatory requirements and internal security policies.

Implementing Single Sign-On in HR can streamline access to HR applications, enhance security, improve user experience, and support efficient HR operations. Organisations may adopt SSO solutions provided by specialised vendors or integrate SSO capabilities into their existing HR systems through authentication protocols such as SAML (Security Assertion Markup Language) or OAuth (Open Authorization).