For many Ontario businesses, contractors are essential. Whether it’s a seasonal accountant during tax time, an engineering consultant in a manufacturing plant, or a project-based administrator in a construction firm, outside help keeps operations moving.
But contractor access is often handled in a rushed and informal way. Access needs to be granted quickly so work can begin. Passwords get shared. Accounts get created with broad permissions. And when the project ends, those accounts are often forgotten.
That’s where the real risk begins.
Forgotten contractor accounts — sometimes called “ghost accounts” — are one of the most common and overlooked security gaps in small and mid-sized businesses. They sit quietly in the background with valid credentials and unnecessary access. If compromised, they allow someone to move through your systems without raising alarms.
For accounting firms, this could mean exposure of client financial records during tax season. For manufacturers, it could mean access to production systems, supplier data, or intellectual property. For construction companies, it could mean open access to shared drawings, contracts, and financial documents long after a project is complete.
In every case, the issue isn’t malicious intent. It’s human oversight.
Most businesses rely on someone remembering to remove access. But when projects overlap and staff are busy, that step is easy to miss.
The good news is this can be solved in a structured, automated way using Microsoft Entra Conditional Access.
Instead of managing contractor accounts one by one, businesses can create a dedicated security group specifically for external or temporary users. When a contractor starts, they are added to the group. When their engagement ends, they are removed. Access policies tied to that group automatically control what they can sign into and how they authenticate.
This means contractors only receive access to the tools they actually need. A freelance bookkeeper may only access accounting software. A manufacturing systems consultant may only access a defined environment. A construction project coordinator may only access specific SharePoint folders and Teams channels. Everything else is blocked.
Multi-factor authentication can also be enforced automatically, ensuring that passwords alone are never enough to gain entry. Sign-in frequency can be aligned with contract duration, helping ensure access does not quietly continue indefinitely.
The most powerful part is what happens when the contractor is removed from the group. Access is immediately revoked. Active sessions are terminated. There are no lingering permissions. No follow-up reminders. No reliance on memory.
For accounting firms, this strengthens compliance posture and client trust. For manufacturers, it protects operational systems and proprietary information. For construction companies, it reduces risk across project-based collaboration environments.
In all cases, it transforms contractor access from a manual, high-risk task into a predictable and controlled process.
Cyber threats are increasing across Ontario, and attackers actively look for the easiest way in. Dormant accounts are often that easy entry point. Closing that gap does not require a massive overhaul. It requires intentional structure and automation.
Managing contractor access does not need to be stressful or time-consuming. With the right setup, it becomes a clean, self-managing system that protects your business without slowing it down.
If your organization regularly works with contractors and you are not confident that access is automatically revoked at the end of every engagement, it may be time to review your process.
At Attitude IT, we help Ontario businesses design secure, practical access controls that reduce risk without adding complexity. If you would like a review of how contractor access is currently managed in your environment, we would be happy to start that conversation. Call our live support team and book and book a high level conversation with us at 905-432-7751 or email info@attitudeit.ca. Check out our other article at www.attitudeit.ca.