Passwords Alone Are No Longer Enough and this is where Conditional Access comes in.
Passwords have been around for decades, but they’re no longer enough to keep businesses safe. A staggering 81% of security incidents are linked to weak or stolen passwords. At Commercial Networks, we see it every day: employees reuse the same credentials across multiple systems, or worse, share their passwords with colleagues. These risky habits make compromised credentials the number one cause of data breaches.
The shift to cloud-based systems and remote working has only magnified the problem. Today, all it takes is a cybercriminal guessing or stealing one password to gain access to critical company data. And since most email addresses are easy to find – via your website, LinkedIn, or even a quick Google search – the barrier to attack is alarmingly low.
What Is Conditional Access?
Conditional Access, sometimes called contextual access, is a smarter way of handling identity management. Instead of relying on a single username and password, it introduces “if/then” rules to control how and when users can log in.
For example:
- If a user is logging in from outside the UK, then require a one-time passcode.
- If a device is unknown, then block access until extra verification is provided.
Think of it as gatekeeping with context. By layering these conditions alongside multi-factor authentication (MFA), businesses can dramatically reduce the risk of compromised accounts without overcomplicating the login process for staff.
Why Conditional Access Matters for Multi-Factor Authentication
While MFA is one of the most effective tools against password theft, some businesses avoid it because staff find it inconvenient. Employees don’t want to use their personal phones for codes, or they feel slowed down by constant prompts.
Conditional Access bridges this gap. It ensures MFA is applied intelligently, only when it’s truly needed, for example, when logging in remotely or from an unusual location. This creates a balance: strong security without needless friction.
The Benefits of Implementing Conditional Access
1. Improved Security
By layering context into logins, you’re not just asking “does the password match?” but also:
- Is this login attempt from a trusted IP address?
- Is the device recognised and secure?
- Is the time and location typical for this user?
This approach blocks suspicious attempts automatically, reducing your exposure to cyberattacks.
2. Automation Reduces IT Workload
Once configured, identity management policies run automatically in the background. Conditional Access monitors every login and applies rules instantly, which lightens the load on your IT team and ensures consistent enforcement across the business.
3. Restricting Access and Activities
Conditional Access isn’t only about keeping the wrong people out, it can also control what legitimate users can do. For example:
- Restrict HR data in SharePoint to HR staff only.
- Allow view-only permissions if the user is on a personal device.
- Prevent data downloads outside office hours.
This enforces the principle of least privilege, ensuring staff only access what they need.
4. Enhancing the User Experience
Instead of making MFA mandatory for every login, you can configure it to trigger only in higher-risk scenarios. That means fewer interruptions, a smoother workflow, and happier staff, without sacrificing security.
5. Streamlined Identity Management
When access rules, MFA, and user roles all live in the same system, management becomes simpler and more consistent. It’s easier to keep track of who has access, where, and under what conditions.
Getting Started with Conditional Access
Conditional Access policies can be set up in Azure Active Directory, part of Office 365, as well as in other identity and access management tools. But implementation must be handled carefully. Done incorrectly, you could accidentally lock yourself out of critical systems.
That’s why at Commercial Networks, we always recommend:
- Creating a “break glass” account exempt from rules (so you’re never locked out).
- Testing policies gradually before rolling them out business-wide.
- Involving your IT partner to ensure rules are tailored to your workflows.
It’s Time to Strengthen Your Identity Management
Passwords are no longer a reliable line of defence. With threats increasing and cloud adoption accelerating, businesses need smarter ways to protect sensitive data. Conditional Access, combined with multi-factor authentication, is one of the most effective solutions available today.
Once it’s set up, the automation does the hard work – improving your security posture, reducing IT overhead, and making life easier for your users.
📞 Ready to take the next step? Contact us at Commercial Networks for a free consultation and see how Conditional Access can transform your cybersecurity.
Further Reading
- Microsoft – What is Conditional Access?
- National Cyber Security Centre – Multi-Factor Authentication Guidance
