How to Set Up an Approved Software Request Process for Small Business Employees

Summary

This guide helps you troubleshoot and resolve: How to Set Up an Approved Software Request Process for Small Business Employees. Follow the steps below to fix the issue.

Common Causes

Establishing a formal software request process helps small businesses maintain security, control licensing costs, and ensure that only approved applications are installed on company devices. This guide outlines how business owners and IT administrators can create a clear workflow for employees to request and install software without compromising organisational security.

Quick Fix Steps

1. Create a central list of approved software applications.
2. Set up a request channel using your ticketing system at Open a Ticket.
3. Define an approval authority within your organisation.
4. Install approved software using an administrator account.
5. Record the installation in your software asset register.

Detailed Instructions

Step 1: Build an Approved Software List

Identify the applications your employees commonly need and categorise them by risk level. Common categories include:

• Productivity tools (e.g., Microsoft 365, Google Workspace)
• Communication platforms (e.g., Microsoft Teams, Zoom)
• Accounting software (e.g., Xero, MYOB)
• Design and creative applications (e.g., Adobe Creative Cloud)

Document the vendor, version, and licence type for each application. Store this list in a shared location accessible to managers and IT staff.

Note: Review your approved list quarterly to remove outdated applications and add new business-critical tools.

Step 2: Create a Request Workflow

Employees should submit software requests through a consistent channel. We recommend using your support portal so all requests are tracked and auditable.

1. Instruct employees to visit Open a Ticket.
2. Select Software Request as the ticket category.
3. Require the employee to include the software name, version, business justification, and the device it will be installed on.
4. Assign the ticket to the designated approver within your organisation.

Step 3: Review and Approve Requests

The approver should verify that the requested software:

• Aligns with business needs
• Does not duplicate existing approved tools
• Comes from a reputable vendor
• Has an available licence or fits within the budget

If approved, the administrator proceeds to installation. If declined, close the ticket with a reason so the employee understands the decision.

Warning: Never approve software that requests excessive permissions or comes from unverified third-party websites.

Step 4: Install Software with Administrator Rights

Standard employee accounts should not have local administrator privileges. Installations must be performed by an IT administrator or a user with elevated rights.

1. Log in to the employee's device using an administrator account.
2. Download the installer directly from the official vendor website.
3. Run the installer and follow the vendor's configuration prompts.
4. Activate the software using your organisation's licence key or business account.
5. Log out of the administrator account and return the device to the employee.

Step 5: Update Your Asset Register

Record every installation in your software asset register. Include:

• Employee name and device serial number
• Software name and version
• Installation date
• Licence key or subscription details
• Renewal date (if applicable)

This record helps with licence renewals, security audits, and offboarding when employees leave the organisation.

Troubleshooting

Installation Fails Due to Permissions

If the installer returns an access denied error, the user account lacks administrator rights. Log in with an administrator account to complete the installation. Do not grant permanent administrator rights to standard employee accounts.

Software Is Blocked by Security Policy

If your organisation uses endpoint protection or application control policies, unapproved software may be blocked automatically. Verify the software is on your approved list before requesting an exception through Open a Ticket.

Licence Activation Errors

Ensure you are using a business or volume licence key, not a consumer retail key. If activation fails, confirm the device has internet access and contact the software vendor or Open a Ticket for assistance.

Still Having Issues?