Periodic User Access Review Template Excel

Download the periodic access review template (.xlsx)

Run the review in six controlled steps

1. Define scope and period. Name the systems, population date, reviewer, review owner and completion deadline.
2. Export the full population. Include employees, contractors, service accounts, integrations and AI agents, not only interactive users.
3. Reconcile identity. Match each account to an authoritative HR record or a named technical owner. Flag leavers, movers, duplicates and unknown accounts.
4. Ask the system owner to decide. Record Keep, Change or Remove. Require a written business reason for privileged access.
5. Track remediation. Link every change and removal to a ticket, then verify that the system now reflects the approved decision.
6. Close with evidence. Keep the dated export, decisions, exceptions, tickets and reviewer sign-off together.

What the Excel sample records

The workbook has an Access Review sheet with system, account, owner, role, privilege, decision, due date and evidence columns. An Instructions sheet keeps the process beside the data. Example rows show Keep, Change and Remove decisions; replace them before use.

Choose a useful review frequency

Base frequency on risk. Review privileged and payment-changing access more often than low-risk read-only access. Trigger an extra review after a reorganisation, major system change, incident or failed offboarding check. Record the rule in your access policy so the next review is scheduled, not remembered.