Authentik in the company: Central user management for open-source tools

Authentik is an open-source solution for centralized login and user management. It connects tools such as Nextcloud, Open WebUI, Paperless-ngx and n8n into a shared login, offers Two-factor authentication and a home page, where employees can find all approved applications. Authentik is comparatively quick to set up and is particularly suitable for SMEs without a large IT department.

What Authentik does in everyday use

• One account per person: users are created once and assigned to groups.
• One login for all tools: via the OpenID Connect and SAML standards.
• Home page: All approved applications at a glance – practical for new employees.
• Two factors: Authenticator app, security key or passkeys.
• Protection for applications without their own SSO: An integrated proxy places a login in front of applications that do not support centralized sign-in themselves.
• Self-service: Reset your password or set up a second factor without asking IT.
• Design workflows: Login and registration flows can be customized visually.

A typical scenario

A care service with 40 employees uses Nextcloud for files, Open WebUI as an internal AI assistant and Paperless-ngx for administration. With Authentik, each person logs in once. The “Administration” group sees Paperless-ngx, the “Care” group only Nextcloud and the AI assistant. If someone leaves the service, management deactivates a single account. This example is illustrative.

License and Costs

The core of Authentik is available under the MIT license and can be used free of charge. Some additional features – such as certain integrations with Microsoft and Google directories, advanced logging, or remote access functions – are part of the paid Enterprise version. For typical SME scenarios, the free version is usually sufficient.

Data protection and security

• Operation in Germany: on your own server or with a German hosting provider.
• Central protection point: Because all logins run through Authentik, the system must be especially well protected, kept up to date, and secured.
• Logs: Registrations and changes are logged – helpful in the event of security incidents.
• Data minimization: Only pass on the information to applications that really need it.

Introduction in five steps

1. Plan groups: Define departments and roles.
2. Set up Authentik: Servers in Germany, two-factor authentication mandatory.
3. Connect the first application: for example Nextcloud, test with a pilot team.
4. Connect additional applications one after another.
5. Adapt processes: Onboarding and offboarding, role changes, emergency access.

Whether Authentik or Keycloak is the better fit is answered by Keycloak vs. Authentik.

bettersorted relies for its customers on open, transparent modules – operated on servers in Germany and bundled in the automaisa Hub. We provide manufacturer-neutral advice, are a BAFA-registered consultant and an authorized INQA coach. Consulting and guided implementationcan be subsidized through INQA-Coaching at 80%; the Funding Check shows the right path. For a non-binding initial consultation: Contact.

Plan groups and roles sensibly

• By department: Administration, Sales, Technical, Care …
• By function: Management, Administration, Trainees, External parties.
• After application: who is allowed to use which tool.
• Special roles: emergency access, data protection officers, auditors.

Keep the model as simple as possible – every additional group must be maintained.

Common mistakes

• Administrator accounts without a second factor.
• No backup of the Authentik database.
• Updates postponed – especially risky for a central login service.
• No documentation of which application is connected in which way.

Costs and funding

There are no license costs for introducing Authentik with open-source tools. Costs arise for Setup (planning, installation, integration, testing), Operation (server or hosting in Germany, updates, monitoring, data backup) and Support (training, rules, contact person). We do not quote fixed prices because scope and starting conditions vary greatly.

Eligible for funding is the consulting and guided implementation: The INQA-Coaching covers 80% of coaching costs nationwide (up to €11,520, vouchers until 30.06.2028); a preliminary analysis is subsidized by the BAFA consulting grantat 80% in the new federal states, Lüneburg and Trier, otherwise 50% – for applications submitted by 31.12.2026.

Frequently Asked Questions

What is Authentik?

An open-source solution for central login (Single Sign-On) and user management that allows many tools to be used with a shared login.

Is Authentik free of charge?

The core is free under the MIT license. Some enterprise features are subject to a fee; for typical SME scenarios, the free version is usually sufficient.

Which applications can be connected with Authentik?

All applications that support OpenID Connect, SAML, or LDAP — including Nextcloud, Open WebUI, Paperless-ngx, and n8n. Applications without SSO can be protected via the built-in proxy.

What happens if Authentik fails?

Then sign-in to the connected tools is disrupted. That is why monitoring, backups, and emergency access are part of operations.

As of October 2026. Models, versions, and licenses change quickly — before making a decision, check the current license with the provider.