How to Set Up Apple’s Managed Apple IDs for Business Employees

Managed Apple IDs are Apple IDs specifically designed for business and educational environments, allowing organisations to securely manage employees' access to Apple services while maintaining control over data and usage. Unlike personal Apple IDs, Managed Apple IDs offer customised features and restrictions tailored to organisational needs. Here’s a comprehensive guide on setting up and managing Apple’s Managed Apple IDs for business employees.

Table of Contents

1. What Are Managed Apple IDs?
2. Benefits of Using Managed Apple IDs for Businesses
3. Prerequisites for Setting Up Managed Apple IDs
4. Setting Up Managed Apple IDs via Apple Business Manager
5. Assigning Managed Apple IDs to Employees
6. Managing Permissions and Access
7. Best Practices for Managed Apple IDs in Business
8. Troubleshooting Common Issues

What Are Managed Apple IDs?

Managed Apple IDs are enterprise-level Apple IDs created and controlled by an organisation through Apple Business Manager (ABM) or Apple School Manager (ASM). Unlike personal Apple IDs, Managed Apple IDs give organisations oversight and control over employee data, app usage, and access to Apple services. Managed Apple IDs can be used for services like iCloud Drive, iCloud Mail, Notes, Calendar, and Apple Books but have limited access compared to standard Apple IDs, with certain features restricted for business security.

Benefits of Using Managed Apple IDs for Businesses

1. Centralised Control: Allows administrators to manage and monitor employee access to Apple services, enhancing security and ensuring compliance with organisational policies.
2. Secure Access to Apple Services: Employees can access essential Apple services while being restricted from those unsuitable for business environments.
3. Integration with Apple Business Manager: Managed Apple IDs are set up and managed through ABM, making it easy to scale and integrate with other Apple management tools.
4. Enhanced Data Security: Prevents the mixing of personal and business data, keeping sensitive organisational information secure.
5. Collaborative Features: Enables employees to use Apple’s iCloud-based collaboration tools, such as shared documents, in a controlled environment.

Prerequisites for Setting Up Managed Apple IDs

To use Managed Apple IDs, your organisation must be enrolled in Apple Business Manager (ABM) and have the following:

• Apple Business Manager Account: Sign up at business.apple.com if your organisation isn’t already enrolled.
• Domain Ownership: Have access to a custom domain for your Managed Apple IDs, which ABM will verify.
• MDM Solution (Optional): Although not mandatory, a Mobile Device Management (MDM) solution like Jamf or Kandji can enhance control and streamline device and ID management.

Setting Up Managed Apple IDs via Apple Business Manager

1. Sign in to Apple Business Manager:

   • Go to business.apple.com and log in with an administrator account.

2. Verify Your Organisation’s Domain:

   • Under Settings > Accounts, select Edit and add your organisation’s domain.
   • Follow the verification steps provided by ABM to confirm domain ownership, which allows you to create Managed Apple IDs with this domain (e.g., @yourcompany.com).

3. Create Managed Apple IDs:

   • In ABM, navigate to Accounts > Add New Account.
   • Enter employee details, including their name and email address, to generate a Managed Apple ID.
   • Select Roles for each user, which can include roles like Administrator, Staff, Manager, or Employee, depending on their access needs.

4. Define Password Policies:

   • Go to Settings > Accounts and set a password policy for Managed Apple IDs, including requirements for complexity and change frequency.

5. Configure iCloud Services and Access:

   • Under Settings > iCloud, choose the services employees can access with their Managed Apple IDs (e.g., iCloud Drive, Mail, Calendar). Adjust settings to restrict access to personal services for enhanced security.

Assigning Managed Apple IDs to Employees

Once Managed Apple IDs are created, employees will need to sign in on their Apple devices using their new credentials.

1. Distribute Login Information:
   • Provide employees with their Managed Apple ID and temporary password, instructing them to change it on their first login.
2. Employee Login:
   • Employees can log in with their Managed Apple IDs on their devices through Settings > Sign in to your iPhone/iPad or on Mac under System Preferences > Apple ID.
3. Using Managed Apple IDs on Shared Devices:
   • If using shared or corporate-owned devices, Managed Apple IDs can be used to log in and access necessary apps and data, ensuring personal data remains separate from business use.

Managing Permissions and Access

Through ABM, administrators can control permissions, app access, and storage options for Managed Apple IDs.

1. Configure Roles and Permissions:
   • Go to Settings > Roles in ABM to set permissions based on each employee’s role. Define access levels for each employee or department as needed.
2. Limit App Store and iCloud Access:
   • Managed Apple IDs restrict personal app downloads and purchases by default. However, administrators can provide access to approved apps through Apple’s Volume Purchase Program (VPP), which allows bulk app distribution.
3. Monitor and Manage iCloud Storage:
   • Allocate and manage iCloud storage in ABM. Consider providing employees with additional storage based on role or department needs to facilitate work-related data storage.

Best Practices for Managed Apple IDs in Business

1. Use Clear Naming Conventions: Establish consistent naming conventions for Managed Apple IDs (e.g., firstname.lastname@yourcompany.com) for easy identification and management.

2. Implement a Device Management Policy: If using MDM, create policies to enforce regular software updates, secure configurations, and role-based restrictions for Managed Apple ID users.

3. Educate Employees on Managed Apple IDs: Ensure employees understand the difference between Managed Apple IDs and personal Apple IDs, as well as their responsibilities when using company-owned devices.

4. Regularly Review Access and Permissions: Regularly audit Managed Apple ID permissions and update roles based on employees’ roles, projects, or security requirements.

Troubleshooting Common Issues

• Password Issues: If employees encounter password issues, administrators can reset passwords directly from ABM under Accounts > [Employee Name] > Reset Password.
• iCloud Access Problems: If employees cannot access iCloud services, confirm that the selected service (e.g., Calendar, Drive) is enabled in ABM settings.
• Device Incompatibility: Managed Apple IDs may not work on all Apple services. Confirm that the required services are accessible and supported on each device.
• Unassigned Roles or Permissions: If employees experience restricted access, verify that their roles are correctly assigned in ABM.

Conclusion

Managed Apple IDs are essential for businesses seeking secure, efficient ways to manage employees’ access to Apple services. By setting up and using Apple Business Manager, organisations can control access, enhance data security, and simplify the process of managing Apple devices across a corporate environment. Through effective management and regular updates, Managed Apple IDs can greatly improve productivity and security within your organisation.