User Access Review Template: Downloadable Excel Format + Tips
Looking for an easy way to manage user access reviews? Download our free Excel template and learn actionable tips to streamline your access audits. Ideal for IT admins and compliance teams using identity governance and administration solutions.
User access reviews are a critical part of IT security, especially for organizations subject to compliance standards like SOX, HIPAA, or GDPR. Without regular reviews, businesses risk unauthorized access, audit failures, and potential data breaches. If you're still managing reviews through scattered emails or messy spreadsheets, it’s time for an upgrade.
In this article, we’re sharing a free, ready-to-use User Access Review Template in Excel format, along with practical tips to help your team run effective, audit-ready access reviews. Whether you’re just getting started or looking to improve your existing process, this guide is for you.
???? Why You Need a User Access Review Template
A user access review (UAR) is the process of evaluating and verifying that employees, contractors, and partners have the appropriate level of access to systems and data. It ensures least privilege access—meaning users only get what they truly need to do their job.
A good UAR template helps you:
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Track which users have access to which systems
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Assign reviewers (like team leads or managers)
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Log approvals or revocations
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Document notes or exceptions for audit purposes
Using a structured Excel format can significantly reduce manual errors and make it easier to pull audit trails when needed.
???? Download Your Free UAR Excel Template
Our free downloadable User Access Review Template includes the following key fields:
| Field | Description |
|---|---|
| Employee/User Name | Name of the person whose access is reviewed |
| Email/Username | Unique identifier or login info |
| Department | Helps reviewers sort by teams |
| Application/System Name | What system or data the user can access |
| Access Level | Read-only, Admin, Editor, etc. |
| Reviewer Name | Person responsible for approving access |
| Approval Status | Approved / Revoke / Needs Review |
| Review Comments | Optional notes or justifications |
| Date of Review | Timestamp for recordkeeping |
???? [Download the Excel Template] (You can link to your downloadable file here.)
????️ Tips for Using the Template Effectively
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Schedule Quarterly Reviews
Set calendar reminders to review user access every 3 or 6 months. Frequency depends on your industry and risk level. -
Leverage Departmental Managers
Managers often know best whether a team member still needs access. Assign them as reviewers in the sheet. -
Use Conditional Formatting
Highlight revoked access in red or pending approvals in yellow to draw quick attention to action items. -
Store the Template Securely
Store completed templates in a secure, access-controlled folder for audit records. -
Integrate with IGA Tools
If you're using identity governance and administration solutions, try to import this spreadsheet into your system or use it as a backup. Many tools like SailPoint, Saviynt, or Okta Identity Governance support CSV uploads for access reviews.
???? When to Move Beyond Excel
While Excel works for smaller organizations or early-stage compliance processes, larger companies should eventually move to automated identity governance and administration solutions. These platforms offer real-time access tracking, automated workflows, and audit-ready reporting.
However, even for mature organizations, having a clean, well-organized spreadsheet template like this one can serve as a fallback or help with ad-hoc access review needs.
✅ Final Thoughts
User access reviews are more than a checkbox—they’re a critical part of your organization’s security and compliance posture. With a structured template and a few best practices, you can simplify the process and reduce the risk of over-provisioned access.
Download the Excel template, customize it for your team, and start building a repeatable, reviewer-friendly process today
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