In many small businesses, "IT" is whoever knows computers best. They set up new laptops, reset passwords and hope the backup works. That holds up for a long time, until someone leaves the company and nobody knows which accounts that person could access. This article shows what managed IT covers and what to watch for once AI agents work alongside your team.
What managed IT covers
At SoloSuite we take the role of an external IT administrator. That includes:
- Accounts: creating, adjusting and locking access
- Sign-in: two-factor authentication and single sign-on, one login for many applications
- Updates: security and feature updates for the systems we manage
- Backups: daily backups in a separate location and a rehearsed restore
- Monitoring: are the systems running, are certificates valid, is there enough storage?
- Contact person: one fixed person who knows your environment
Every client gets its own environment on servers in Germany. Data from different clients is never stored together.
Onboarding and offboarding
The most delicate moment for security is not an attack from outside, it is a change in the team.
When someone joins, they get the accounts their role needs, with two-factor sign-in from day one. With single sign-on that is one account instead of ten.
When someone leaves, all access is locked on their last working day. With central sign-in that takes one step. Without it you work through every application by hand and hope you don't miss one. The person's data is handed over first so nothing gets lost.
Two-factor sign-in and single sign-on
A password alone is not enough. With a second factor, such as a code from an app, a stolen password no longer gets anyone in.
Single sign-on makes that practical. Instead of logging into every application separately with a second factor, people sign in once. That reduces the temptation to reuse passwords or write them on sticky notes.
Backups you can actually restore
A backup is only as good as the restore. Two things belong together: daily backups in a separate location, and rehearsals that show you can rebuild a working system from them.
Feel free to ask your current provider when a restore was last rehearsed. If the answer is hesitant, you know where to start.
Rules for AI agents
When agents work alongside your team, the same principles apply as for people, only stricter:
Least privilege. Every agent gets its own account with exactly the rights its task requires. An agent that confirms appointments never sees the accounting.
Approval for external effect. Sending, deleting and publishing are approved by a human. The agent prepares, the decision stays with you.
Logging. Every step is recorded, so you can always trace what an agent did and why.
Same maintenance. Agent accounts are reviewed, adjusted and locked just like employee accounts.
Checklist: how is your IT doing?
| Question | Yes / No |
|---|---|
| Is there a current list of all accounts and who has access? | |
| Is two-factor sign-in active for all important applications? | |
| Can all access be locked in one step when someone leaves? | |
| Do backups run daily to a separate location? | |
| Has a restore been rehearsed in recent months? | |
| Are updates installed regularly? | |
| Does someone get alerted when a system goes down? | |
| Is there a fixed contact person for IT questions? | |
| Do agents have their own accounts with minimal rights? |
Every "no" is an item for your list. Not everything has to be fixed immediately, but you should know where the gaps are.
What it costs
Managed IT is part of the monthly support fee. The amount depends on scope, meaning the number of users, systems and agents, and is stated in the offer. Setup is a one-off amount from €3,000 depending on effort. All prices net, plus VAT.
Explore practical examples, see how we get started, or check the pricing.
FAQ
Do I still need someone in the company for IT?
A person who collects questions and gives approvals is helpful. Technical work such as accounts, updates, backups and monitoring is handled by managed IT.
What happens to access when someone leaves?
All access is locked on their last working day, in one step with central sign-in. The person's data is handed over first.
Where is my data stored?
In an environment just for your company, on servers in Germany. It is backed up daily, including off the server, and restores have been rehearsed on separate hardware.