access-keys

SaaS Update: New Public Access Tools You Must Know

Charles Higgins

Charles Higgins

— 10 min read
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We recently published a video with Andrew George that walks through a powerful update to the platform’s SaaS configurator — and we want to expand on that here. In the video, Andrew clearly shows how to set up and use a new agency-level access feature that unlocks centralized control over plans, subscriptions, and account-level settings. This article breaks down everything he covered, explains real-world use cases, and gives practical, step-by-step guidance so our teams can take advantage of these updates immediately.

Table of Contents

Why this update matters for agencies and growing teams

Managing multiple client accounts across locations and plans becomes a lot more complex as we scale. Without a central way to check plan details, subscription status, or enable features in bulk, we end up spending time switching between accounts, asking clients for access, and repeating manual steps. This update introduces a simple, central access mechanism at the agency level that gives us one place to:

  • See all our subscription plans in one view.
  • Check subscription details for each client location.
  • Activate or change features for multiple locations at once.
  • List accounts associated with our SaaS setup.
  • Inspect plan-level details quickly, without logging into each account.

In short, it reduces repetitive admin work, helps prevent mistakes during onboarding, and gives our operations and sales teams a clearer picture of what’s active across the entire agency.

Quick overview: Where to find the new access tools

Here’s the simple path to locate the new agency-level access tool inside the platform:

  1. Open Settings from the main menu.
  2. Locate the section labeled Access Keys (or similar).
  3. Choose the Agency-level option to manage keys that apply across all locations.
  4. Create a new key, give it a meaningful name, and save it.
  5. Copy the key and store it somewhere secure for future use.

That’s it. The process is intentionally straightforward so that small business teams and busy operators can set this up quickly without a developer on hand.

Step-by-step: Creating an agency-level access key

We’ll walk through the creation process with explicit steps and tips so nothing is missed when we implement this for our agency.

1. Go to Settings

Start from the platform’s main dashboard and open the Settings area. This is the centralized place where account-level controls live.

2. Open Access Keys

Within Settings, find the area labeled Access Keys or Integration Keys. There will typically be separate categories for location-level keys (that apply to a single client or location) and agency-level keys (that apply across the entire agency).

3. Create a new agency-level key

Choose the agency-level option and click the button to create a new key. You’ll be prompted for a name. Use a naming convention that tells us the purpose and the date, e.g., “Ops-Report-2025-08” or “Onboarding-Automations”. Good names save time later.

4. Save and copy the key

After saving, the key will be displayed once. Copy it immediately and paste it to a secure password manager or encrypted storage. Treat it like any other credential — if it gets leaked, it can allow broad access to agency-level data.

5. Manage keys later

We can create multiple agency keys for different tools or teams (for example, one for the onboarding system and another for reporting). Each key can be edited to change its friendly name or revoked if it’s no longer needed.

What we can do with an agency-level access key

Once we have an agency-level key in place, a set of actions becomes available to help us manage our SaaS offering more efficiently. Think of these actions as the common tasks we want to perform across the agency without logging into each location manually.

  • Retrieve an overview of all agency plans: We can view every plan that is configured at the agency level so we know what tiers exist and which clients are on them.
  • Check subscription details for specific locations: It’s easy to see which locations have active subscriptions, what each subscription includes, and when the next billing event is due.
  • Enable features in bulk for multiple locations: When rolling out a new capability or onboarding a batch of clients, we can activate required features across selected locations in one operation.
  • List all accounts tied to our SaaS offering: We can produce a list of all tenant accounts that exist under our agency, which helps with reporting and support.
  • Inspect plan-specific details: For any plan in our catalog, we can quickly review pricing elements, included modules, and add-on options so sales and support have accurate information.

These capabilities are especially useful when our team needs to do bulk updates, audit subscriptions for compliance, or run regular operational reports.

Practical examples and workflows

Here are real-world scenarios showing how the agency-level access key and the available actions can save time and reduce mistakes.

Example 1 — Fast onboarding for new clients

We sign a batch of new clients and want them all set up with the same plan and initial features. Instead of going into each client’s account and manually turning on modules, we:

  • Create a list of new locations.
  • Use the agency-level key to select those locations and enable the required plan and features in bulk.
  • Confirm each location’s subscription details to ensure billing begins correctly.

Outcome: onboarding that used to take hours per client now takes minutes for the full batch.

Example 2 — Quick subscription audits

Quarterly audits reveal inconsistencies between what clients were sold and what is active. We can:

  • Retrieve a consolidated list of plans across the agency.
  • Pull subscription details for each location to compare against sales records.
  • Flag and correct mismatches — such as missing add-ons or incorrect tiers — from one place.

Outcome: billing accuracy improves, and client support questions decrease.

Example 3 — Bulk disabling a deprecated feature

If we decide to deprecate a feature or module, we need a fast way to turn it off for affected clients. Using the agency-level access tools we:

  • Identify locations currently using the feature.
  • Push a coordinated change to disable it across those locations.
  • Notify clients with standardized messaging and support steps.

Outcome: a controlled transition that reduces confusion and support tickets.

Example 4 — Accurate reporting for leadership

Leadership asks for a report that shows active subscribers per plan and per location. We can:

  • Use the agency-level tools to list all accounts.
  • Aggregate subscription details into a single report.
  • Export or share the findings with clear notes about any locations in trial periods or with payment issues.

Outcome: faster, reliable reporting that supports smart business decisions.

Security and best practices: protecting our access keys

We must treat agency-level access keys like any sensitive credential. Because these keys can provide wide-reaching access, we recommend the following best practices to keep our agency secure:

  • Store keys in a password manager: Use an encrypted password manager or secure vault to store keys rather than pasting them into spreadsheets or chat apps.
  • Use clear naming conventions: Name keys by purpose and date, e.g., “Reporting-Tool-2025-08” or “Onboarding-Auto-2025-Q3”.
  • Limit issuance: Create separate keys for different systems or teams. Avoid sharing a single key across unrelated services.
  • Rotate keys regularly: Make rotation part of our security routine — quarterly or after any staff changes or suspected leaks.
  • Revoke unused keys: If a tool is retired or a contractor completes their engagement, revoke the corresponding key immediately.
  • Audit usage: Keep a log of who requested a key and why. If the platform offers usage logs or an audit trail, review them regularly.

Following these measures keeps our operations nimble while minimizing risk from credential exposure.

Common pitfalls and troubleshooting

Even with a straightforward system, we may run into a few common issues. Here’s how to diagnose and resolve them quickly.

Issue: The key doesn’t seem to work for agency-level queries

  • Confirm the key was created as an agency-level key — not a location-level key. The two are different and have different scopes of access.
  • Ensure the key was copied fully. Sometimes trailing characters get left off during copying.
  • Check that the key hasn’t been revoked or rotated since it was issued.
  • Verify our user role has the rights to create and use agency-level keys.

Issue: We get incomplete data back

  • Confirm the action we’re attempting supports the data fields we need. Some actions return high-level data only.
  • Check whether specific locations have restricted settings that prevent agency-level visibility.
  • Look for rate limits or usage caps if we're pulling very large lists.

Issue: Mistakenly enabled features on many locations

  • If the platform allows, use a bulk-disable action to revert the change quickly.
  • When bulk editing, always test on a small set of locations first before applying to all.
  • Keep standard communication templates ready to inform affected clients if we need to reverse a change.

Operational governance: who should manage keys

For proper control, we recommend assigning responsibility for agency-level keys to a small group within operations or IT. Here’s a suggested setup:

  • Primary custodians: Two people in operations who handle key creation, rotation, and revocation.
  • Request process: A short approval workflow for new keys (submit purpose, expected lifetime, team using it).
  • Documentation: A playbook with naming rules, storage location, and rotation schedule.
  • Emergency protocol: A fast-response process to revoke keys if a compromise is suspected.

Having a compact governance model keeps keys under control while allowing day-to-day operational work to proceed unimpeded.

Integrations and third-party tools: how to plan access

Many agencies use third-party tools for onboarding, reporting, or billing automation. When providing access to those tools, follow these guidelines:

  • Issue a separate agency-level key per tool. If a tool is compromised or no longer used, revoke only that key.
  • Limit tool permissions to the minimum they need. If a tool only needs read-only access to subscription data, avoid granting write or bulk-change capabilities.
  • Use logging and alerts where possible. If a tool suddenly performs unusual bulk changes, we want to be notified immediately.
  • Document which tools have which keys and include contact information for vendor support so we can act quickly if issues arise.

We should plan integrations carefully — it’s tempting to hand out broad access for speed, but it’s safer to be deliberate and structured.

Joining the developer community and getting support

If our team wants to go deeper — for example, to automate reporting or integrate more tightly with internal systems — joining the platform’s developer community can be helpful. The community is where we’ll find:

  • Announcements about new access capabilities and best practices.
  • Peer examples of how other teams automate onboarding and reporting.
  • Tools and templates contributed by other operators.
  • Support and troubleshooting help from experienced developers and community moderators.

Even if we don’t have in-house developers, the community often provides clear, step-based guidance that our operations team can follow.

Benefits recap: how this update helps us every day

Let’s summarize the direct benefits our agency gets from using the new agency-level access features:

  • Time savings: Bulk actions and centralized views reduce repeated, manual work across accounts.
  • Consistency: One source of truth for plan and subscription details lowers the chance of human error.
  • Faster onboarding: Automating initial setup and enabling features in batches makes client onboarding efficient.
  • Improved reporting: Consolidated data means leadership and finance get accurate snapshots faster.
  • Better security control: Centralized key management, rotation, and revocation tighten our security posture.

These benefits translate directly to lower operational costs, fewer client support issues, and more predictable growth.

Practical checklist before we start using agency-level keys

Use this quick checklist to prepare our team before we grant broad access:

  • Decide who will be the key custodians.
  • Establish naming conventions and storage locations for keys.
  • Identify the first batch of actions we want to automate (onboarding, reporting, bulk enabling).
  • Test each action on a small set of locations before rolling out broadly.
  • Document the request and approval process for creating new keys.
  • Set a rotation schedule and put it on the calendar.

Conclusion

We’re excited about this update because it brings practicality and control to the operations that matter most. By setting up agency-level access keys thoughtfully and following security best practices, we reduce time spent on repetitive tasks, improve accuracy across accounts, and make it easier to scale without adding headcount. Whether our goal is faster onboarding, cleaner reporting, or safer integrations, these tools let us focus on what drives value for our clients instead of getting bogged down in admin work.

We encourage our teams to implement the key creation flow, test each action in a staging environment, and then apply the change to production with clear communication to clients. With a bit of setup, we’ll see the operational benefits immediately.

FAQ

Q: Where do we find agency-level access keys?

A: Open the platform’s Settings and look for the Access Keys or Integration Keys section. Choose the agency-level option to create keys that apply across all locations.

Q: What’s the difference between a location-level key and an agency-level key?

A: Location-level keys apply to a single client or site and are ideal for tools that should only work on that one account. Agency-level keys apply across the entire agency and enable centralized actions such as viewing all plans, checking subscription details across locations, and performing bulk changes.

Q: Who should create and manage these keys?

A: We recommend centralizing key management within operations or IT and assigning two custodians who can create, rotate, and revoke keys. Keep a short approval process and documentation for audits.

Q: What should we name our keys?

A: Use descriptive names that include purpose and date, such as “Onboarding-Auto-2025-Q3” or “Reporting-Exports-2025-08”. This helps during audits and when multiple keys exist.

Q: How do we keep keys secure?

A: Store keys in an encrypted password manager, avoid pasting them in shared documents or chat, rotate them regularly, and revoke any that are no longer used.

Q: Can we create multiple agency-level keys?

A: Yes. Creating multiple keys for different systems or teams is recommended because it isolates access and makes revocation less disruptive.

Q: What actions can we perform once we have an agency-level key?

A: With agency-level access, we can view all agency plans, check subscription details for locations, enable or disable features in bulk, list accounts associated with our SaaS offering, and inspect plan-specific details. Use these capabilities to automate onboarding, audit subscriptions, and produce consolidated reports.

Q: What if we accidentally change something across many locations?

A: If the platform supports bulk reversals, use that. Otherwise, revert changes using an action that targets the same locations. Always test changes on a small subset before applying them broadly, and prepare client communications in advance to reduce confusion.

Q: Should we join a developer community?

A: Joining the platform’s developer or operators community is beneficial if we want templates, examples, or peer support for automations and integrations. It’s a place to learn best practices without having to figure everything out alone.

Q: How often should we rotate keys?

A: Rotate keys on a schedule that fits our security posture — commonly quarterly. Rotate immediately after staff changes, contractor offboarding, or any suspected exposure.

We hope this guide helps our teams adopt the new agency-level access tools confidently and securely. By centralizing control and following good governance, we can streamline operations, reduce errors, and scale with peace of mind.

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