Single sign-on (SSO) lets a person sign in once with one set of credentials and then access multiple applications without entering a separate password for each. The applications trust a central identity provider, such as Microsoft Entra ID or Google Workspace, to confirm who the person is.
When a staff member opens an application, it redirects them to the identity provider, which checks their login and, ideally, a multi-factor prompt. It then passes back a secure token proving who they are. Common standards include SAML and OpenID Connect.
Businesses use it so staff need fewer passwords across email, rostering, POS back office, accounting and supplier portals. Managers can add a new starter to the right systems quickly, and when someone leaves, disabling one account cuts off access to everything connected. Many cloud platforms used by retailers, including email suites and some rostering and accounting tools, support it, though plans and features vary.
Not every application supports SSO, and some charge extra for it, so check before relying on it. Shared logins at tills and tablets still need separate thought. Turn on multi-factor authentication for the central account, since it now guards everything behind it.
It improves security and saves time, particularly for businesses with high staff turnover and many software subscriptions.