What is a monthly access check?

It is a regular look at who can log in to each of your systems, compared to who actually works for you. Anyone on a system list who is not on your HR roster, or who has more access than their job needs, gets flagged.

Why monthly and not once a year?

Dealerships hire and lose people every month. A yearly check leaves former employees with access for months. Monthly keeps the list short enough that someone actually reviews it.

Which systems should we check first?

Start with the ones that hold customer personal information or money: lender and credit portals, the DMS and the CRM. Then add OEM portals and everything else.

Can the check include salesperson license status?

Yes. In Alberta, StitchOps can compare active DMS and CRM users against AMVIC license status and flag anyone selling without a current license. The same idea applies to other provinces and states.

What do we get at the end of each check?

A list of mismatches to act on, and a saved record of the check itself: what was pulled, from where, when, and what was found.

Dealer guides

How to run a monthly access check across your dealer group

Each month, pull the user list from every system at every rooftop, compare it to who actually works for you, and remove or question anyone who should not be there. StitchOps does this automatically: it downloads each user list, compares it to your HR roster, flags the mismatches, and keeps a record of the check.

Last updated October 2, 2026

The problem

Every dealer system builds up old logins. A salesperson leaves and nobody removes them from the CRM. A porter gets a DMS login for one task and keeps it. A manager moves rooftops and keeps access at both.

Nobody notices, because nobody looks. And the person most likely to look, the office manager, does not have time to log in to thirty systems at five stores every month.

A monthly access check fixes this. It answers one question for every system: does everyone who can log in here still work here, in a job that needs it?

The manual way

1. Get the roster

Export the list of active employees from HR or payroll, such as ADP Workforce Now, UKG Pro, Paylocity or Paycom. This is your source of truth.

2. Pull every user list

The DMS: CDK Drive, Reynolds and Reynolds, Tekion ARC, Dealertrack DMS, PBS Systems
The CRM: VinSolutions, DealerSocket, Elead
Credit and F&I: RouteOne, Dealertrack credit and eContracting, 700Credit
OEM portals: GM GlobalConnect, Stellantis DealerCONNECT and the rest of your franchises

3. Compare

Put the lists side by side in a spreadsheet. Look for three things:

People who left but still have a login
People who changed jobs and still have their old access
Logins nobody recognizes, like a vendor or a shared account

4. Fix and record

Remove what should go. Ask managers about anything unclear. Save the spreadsheet with the date, so you can show the check happened.

5. Check licenses where it applies

In Alberta, compare salespeople with active DMS and CRM logins against their AMVIC license status. Anyone selling without a current license is a problem worth catching early.

Done by hand across a dealer group, this takes days. Which is why it usually stops after the second month.

How StitchOps handles it

StitchOps runs the whole check on a schedule.

Pulls every user list. It logs in to each system at each rooftop, the way your admin would, and downloads the users. That includes systems with no way for other software to connect.
Compares to HR. Each list is checked against your HR roster, so former employees and job changes stand out.
Flags what needs a decision. You get a short list of mismatches, not thirty spreadsheets.
Removes access when you approve. The same task can remove the logins you mark, at every rooftop.
Keeps a record of every check. What was pulled, from where, when, and what was found, ready for an auditor, a lender or your insurance carrier.

The check also shows paid seats nobody uses. See how to stop paying for unused DMS and CRM seats.

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