How to Find and Delete Forgotten “Ghost” Accounts in Your Business Apps

Every business has them, ghost accounts. These are user accounts left behind by former employees or contractors, or even outdated system processes that remain active. While they may seem harmless, ghost accounts can pose serious security risks. Often still holding access to your business apps and sensitive data, they create hidden entry points that cybercriminals can exploit. sometimes without even needing a password. 

Finding and eliminating these accounts is a critical step in ensuring your digital space is safe. Every forgotten account is like a key left in the wrong hands, a key from a former employee you never got back. It’s time to reclaim those keys and lock down your systems.

The Phantom Threat: Why You Need to Hunt Ghost Accounts

Ghost accounts pose a significant security risk. These unmonitored identities in your system aren’t linked to active users, so any activity on them should be treated as suspicious and thoroughly investigated.

An attacker who gains control of a ghost account can operate inside your network with a shocking degree of freedom. Microsoft reports that 61% of attacks target sensitive accounts, and 40% involve lateral movement, meaning hackers can quickly spread from one compromised account to take over an entire network.

The consequences extend beyond immediate security. Strict access controls are a requirement for regulatory compliance frameworks like GDPR for data privacy and HIPAA for healthcare. Ghost accounts accessing protected information can lead to audit failures, heavy fines, and a loss of trust with your clients. 

A Step-by-Step Guide to Finding Ghost Accounts

Exposing these hidden threats isn’t as simple as glancing at a single report. A thorough cleanup means digging into multiple sources, cross-checking data, and making sure no risky accounts slip through the cracks.

Conduct Regular Access Reviews and Audits

Department managers and data owners should plan quarterly or semi-annual access reviews to confirm that all users in their system still require the permissions they were given. Apart from assisting in detecting ghost accounts, the procedure addresses the “entitlement creep,” the gradual accumulation of unnecessary permissions that users pick up as they move between roles.

Scrutinize Individual Application Logs

The critical pitfall many businesses fall into is relying entirely on their central Identity Provider (IdP) dashboard, like Okta or Entra ID. Doing so creates a risk if a sophisticated attacker, or even a savvy former employee, sets up a “ghost login” that creates an alternative local username and password that bypasses the single sign-on (SSO) you worked so hard to implement.

Your security team must log into the admin dashboards of individual SaaS applications and look for local accounts, API keys, or other login methods that exist outside the SSO system. Compare these user lists directly against your official HR records.

Compare Active User Lists with HR Records

This is your most direct weapon. Create a master list of every active user in your main business applications once a month. Any name on the application list missing on the HR roster should be considered a candidate for a ghost account. Make sure any generic accounts such as “admin,” “test,” and “support” are necessary and have their access controlled.

How to Delete and Secure Accounts

After identifying ghost accounts, it’s essential to handle them carefully. Deleting accounts hastily can disrupt services, so a simple, secure process is key.

Implement a Formal Deprovisioning Process

Collaborate with HR to tackle the issue at its source by implementing an automated de-provisioning process that immediately revokes all access as soon as an employee’s status is updated to 'terminated' in the HR system.

Remove Alternative Login Methods

Take action on any ghost logins discovered in specific applications. Where possible, disable local username/password logins and other non-SSO authentication methods once SSO is active. For essential service accounts that require API keys or local logins, make sure they are fully documented and assigned to the appropriate department.

Prioritize and Triage Your Findings

After the audit process, prioritize according to risk. Do this by considering:

• Ghost Accounts: Delete or disable the ones linked to former staff.

• Excessive Permissions: Reduce access to what is needed only.

• Ghost Logins: Strengthen security by adding MFA, updating passwords or API keys, and removing unused access.

Preventing the Return of Ghosts

A one-time cleanup is great, but for a resilient security posture, you need to build systems that prevent ghost accounts from recurring. Shift your business from a reactive to a proactive stance.

Enforce Strong, Modern Authentication

Your number one technical defense is implementing Multi-Factor Authentication (MFA) across every application that supports it. MFA reduces the risk of a compromised password leading to a full account takeover. 

Furthermore, advocate for the use of a company-approved password manager to reduce the dangerous practice of password reuse, a key factor in credential stuffing attacks.

Adopt an Access Governance Framework

Adopt a Policy-Based Identity Lifecycle Management framework on top of ad hoc reviews. Automating user access and ensuring they adhere to established policies from the moment of onboarding until their termination keeps you safe.

Leverage Specialized Tools

Consider investing in tools designed for the specific problem. Through SaaS security management platforms, you can identify and manage application logins that you were not aware existed. 

Promote Ongoing Employee Training

Finally, educate your employees on the risks of adopting applications without IT approval. If employees understand the “why” behind the policies, they are more willing to be participants in your security instead of being rule-followers.

Clean Up Ghost Accounts with BrainStomp

Eliminating ghost accounts may seem like a challenging task, but the benefits of reduced risk and a stronger security posture are enormous. 

You don’t need to tackle everything at once. At BrainStomp, we help you prioritize your most critical apps, like email, customer databases, and financial systems. Don’t leave your digital environment to chance, check out BrainStomp’s solutions today and start protecting your business from ghost account risks.

Why You Should Avoid Opening Voicemail Emails from Your Company’s Phone System

Convenience has become the norm when it comes to workplace technology. One of the more recent developments has been the voicemail-to-email feature, which allows users to receive voicemails in text form directly in their inbox. While this has provided an efficient method of receiving messages, there is a dark side to this technology: it has become a prime target for phishing attacks, posing significant threats to organizations and their IT infrastructure.

One of the most notable incidents of this type occurred during an AT&T data breach. Unfortunately, these attacks are growing in both frequency and sophistication. At BrainStomp, we can provide guidance on how to better use this technology while still guarding your network against potential threats.

Convenience vs. Risk

Modern enterprise phone systems often include voicemail transcription services, which deliver a text or sound file version of messages via email. These usually arrive as an attachment or a .zip file. Opening such files, however, can create an opportunity for attackers to exploit vulnerabilities.

• Email attachments are commonly used by cybercriminals to disguise malicious content.

• Voicemail notifications closely resemble other internal emails, making it difficult to distinguish legitimate alerts from fake ones.

• Spoofing tactics are constantly evolving, with attackers mimicking well-known phone service providers such as Microsoft Teams, Cisco, and RingCentral.

• Many users fail to verify the legitimacy of voicemail alerts, often opening or downloading fake voicemails without realizing they are executing dangerous programs.

Exploiting Transcription Services

Cybersecurity researchers have identified various phishing methods that trick users into divulging their credentials or downloading malware. The emails typically include subject lines like this:

• “You have a new voicemail from 212-555-0182”

• “Missed Call: Listen to your voicemail”

• “Voice Message Attached (1 New Message)”

When recipients click on the link, they are redirected to a spoofed Microsoft 365 login page or prompted to download malware, such as QBot, Agent Tesla, or DarkGate. Hackers typically target large organizations where voicemail traffic is extremely high and employees routinely open emails like this with regularity. That way, they are less likely to scrutinize every message.

The AT&T Data Breach

In 2024, AT&T confirmed a data breach affecting over 70 million customers. Compromised data included names, account numbers, and email addresses; in some cases, customers even had their passwords and Social Security numbers exposed.

Since the data breach, multiple threat intelligence firms have reported a notable increase in phishing emails targeting AT&T customers. With the stolen information, attackers are creating convincing communications that include personalized details.

Key impacts of this breach include:

• More credible phishing emails leveraging stolen account information, including names, emails, and account numbers.

• Spoofed voicemail emails mimicking services such as Microsoft Teams, Zoom Phone, and Avaya, enabling attackers to harvest system credentials and deliver malware.

• A rise in malicious voicemails sent from seemingly legitimate corporate accounts.

How to Spot a Malicious Voicemail Email

At BrainStomp, we recognize voicemail phishing as a growing threat and provide resources to help organizations reduce risk.

Protecting against these attacks requires training employees and IT teams to identify suspicious messages. Warning signs include:

• Typos in company names and email domains.

• The .ZIP or .EXE files in attachments.

• Urgent calls to action such as “listen to the message before it expires.”

• Poor grammar or unusual formatting.

• Requests for login credentials.

Best Practices for Organizations

There are several proactive steps organizations can take to guard against these types of attacks.  To mitigate risks, consider implementing the following measures:

• Disable voicemail-to-email features entirely.

• Implement advanced email filtering.

• Enforce zero-trust device authentication and multi-factor authentication (MFA).

• Provide ongoing employee security training and awareness programs.

• Standardize legitimate voicemail emails so any email that isn’t formatted the same way is flagged as suspicious.

Caution Over Convenience

Convenience is a great draw for users in a large organization because it lowers the demands on IT staff and streamlines processes. However, it is becoming increasingly apparent that convenience often comes at a price. 

When a technology becomes a favorite target for attackers, organizations must reassess its value. In today’s threat landscape, where data breaches are increasingly common, caution should take priority over convenience.

Reach out today to BrainStomp for a consultation to evaluate the security of your voicemail-to-email system.

Scammers Exploiting Recent News via Phishing and Network Infiltration

As our technical capabilities continue to grow, systems are becoming increasingly interconnected and reliant on one another. While this has simplified the exchange of everything from email to money, it has also opened the door for cybercriminals to exploit these links. They have become incredibly adept at social engineering, to the point where they can manipulate human behavior to gain access to systems once thought to be secure, including those containing sensitive information from a vast number of companies.

At BrainStomp, we have the technical expertise to safeguard your systems against such attacks.

The sophistication of these attacks has grown significantly over the last decade, driven in part by the rise of AI-enhanced threats. Addressing these threats is critical to properly protecting your computer infrastructure and data.

Data Breaches Fuel Phishing

Significant data breaches generate waves of concern, creating fertile ground for phishing attacks. Scammers capitalize on a heightened sense of urgency. Users, rushing to verify their accounts, may inadvertently compromise networks.

Cybercriminals have also become more skilled at making their phishing messages look legitimate, making it increasingly difficult for users to distinguish between genuine communication and threats.

Notable examples:

• Following the 2015 Office of Personnel Management breach, a barrage of phishing attempts exploiting government-related messaging was launched.

• During the COVID-19 relief period, phishing grew by 220% with attackers impersonating official government sites offering stimulus payments.

Phishing Escalation

As phishing attacks grow in volume and complexity, the cost of defending against them has also skyrocketed. 

• The number of phishing attacks has tripled since 2020.

• Since the launch of ChatGPT in 2022, reports of AI-driven phishing campaigns have risen by an astonishing 4,151% according to SlashNext.

• The rising number of phishing incidents has driven breach-related costs to nearly $5 million annually for organizations.

AI Enhancement in Attacks

While AI has made many aspects of life easier, it has also made it easier for cyber attackers to tailor their phishing campaigns. In 2025, an estimated 3.4 billion phishing emails are sent daily, most of them AI-generated. Alarmingly, AI-generated phishing emails boast a 54% click rate, compared to 12% for human-written messages.

As more companies use QR codes to relay information, phishing attempts have risen in that arena, too.

Brand Impersonation

No brand is immune to phishing impersonation. Recent data shows a surge in phishing attacks posing as communications from major companies like Amazon and Microsoft, as well as various government agencies.

News-Driven Phishing Campaigns

Several recent events have highlighted how scammers exploit trending news stories to gain access. 

Gmail Data Breach

When Gmail suffered a massive data breach affecting 2.5 billion email accounts, a huge wave of phishing messages spread across the Internet. Many messages used the US “650” area code and urged users to ‘verify’ their accounts by entering log-in credentials.

Proofpoint and Lovable Website Builder

Investigations revealed that over 5,000 organizations had been hit by messages hosted from Proofpoint’s Lovable website builder program. It resulted in social media impersonations, phishing campaigns, and deepfakes.

How Recent News Improves Phishing Effectiveness

News of data breaches spreads quickly, and as coverage intensifies, individuals become increasingly concerned that their own accounts may be at risk. Cybercriminals exploit this heightened emotional response and human vulnerability to make their attacks more effective.

Emotional Leverage

When a breach is reported at a company a user relies on, emotions run high. Scammers exploit this fear by creating phishing emails featuring company logos, domains, and even personalized details. This manufactured urgency makes people less skeptical and more likely to fall for scams.

Exploiting Trust

It’s easy for users to assume emails associated with a company that has recently been breached are real. They expect the company to contact them to either notify them that their account has been compromised or that their information is safe and secure. This expectation makes it easier for attackers to pass off fake emails as real notifications, prompting victims to click malicious links or provide credentials.

AI-Personalization

With AI modeling, it’s easier than ever for scammers to gain access to personal and organizational information, enabling them to craft highly detailed and realistic communications.

Incident Preparedness

Developing a comprehensive incident response plan is essential for defending against phishing and other cyberattacks. At BrainStomp, we help organizations build robust defenses, including:

• Real-time threat assessment with phishing domain filters and AI-generated content detection.

• A robust incident response plan with clear guidance for containment and communication rules.

Phishing has evolved dramatically over the last decade, from email scams to advanced AI-powered threats. Data breaches and sensationalized news coverage serve as fuel for launching phishing campaigns. 

If your organization is concerned about protecting its digital environment, contact BrainStomp today. We have the expertise, insight, and tools needed to secure your systems against modern threats.

Simple Tricks to Filter Unwanted Calls and Messages on Your Android Device

If it feels like scammers are calling more often than real people, it’s time to take back control. Spam calls, robocalls, and suspicious texts are not only relentless, they are frustrating, intrusive, and often deceptive. Android users are especially familiar with fake delivery alerts and unwanted credit offers. The good news? Your phone has built-in tools that make it easy to fight back.

A few quick setting tweaks can block unwanted calls and reduce spam, giving you a strong first line of defense. For even more protection, expert IT services, can secure your Android device from scammers and keep your digital life safe.

Here are 8 simple steps to help you stop the scams and reclaim some peace and quiet.

8 Smart Ways to Stop Spam Calls and Texts on Your Android

1. Block Calls Manually (The Old-School but Effective Approach)

If a number keeps calling and you’re sure it’s spam, the quickest solution is to block it manually.

Here’s how:

• Open your Call History

• Tap the number

• Select “Block” or “Report Spam”

Done. That number won’t bother you again, like putting up a digital “Do Not Disturb” sign.

2. Mark Calls as Spam (Protect Yourself and Others)

Blocking is great, but reporting the number as spam takes it one step further. You’re not just protecting yourself; you’re helping improve spam filters for everyone.

To report a number:

• Tap on the number in Call History

• Hit “Report Spam”

The more you report, the smarter your phone becomes at blocking future spam.

3. Silence Unknown or Private Numbers

Want to avoid calls from unknown or private numbers? You can silence them so they don’t ring, but still appear in your missed calls.

To enable this:

• Go to Phone Settings

• Look for “Block Unknown/Private Numbers”

• Toggle it on

4. Share or Verify Caller ID (Support the Community)

Wouldn’t it be helpful to know if a business is calling before you pick up? With Android’s Caller ID feedback, you can confirm or suggest when a number belongs to a business.

To verify or share info do this:

• Open the Phone app

• Tap “Recents”

• Choose “Was this a business?” or “Caller ID feedback”

• Follow the prompts and hit Submit

It’s quick, helpful, and makes Android’s call recognition tools better for everyone.

5. Use Built-In Caller ID and Spam Protection

Most Android phones come with spam protection already turned on by default, but it doesn’t hurt to double-check.

To verify:

• Open Phone Settings

• Tap “Caller ID & Spam”

• Make sure “See caller ID” and “Filter spam calls” are enabled

This feature shows you warnings like “Potential Spam” or “Telemarketer” before you even answer. It’s your phone’s way of saying, “Don’t worry, I’ve got your back.”

6. Turn On Caller ID Announcement

This one’s for when you’re driving, cooking, or just don’t feel like looking at your phone screen. Your phone will say the caller’s name out loud.

To activate:

• Open Phone app

• Tap More Options > Settings > Caller ID Announcement

• Choose when to hear it: Always, With Headset, or Never

It's a hands-free heads-up, so you’re never surprised by an unknown number again.

7. Use Call Screen (Your Personal Assistant for Calls)

Android’s Call Screen feature lets you screen calls before answering, kind of like having your own personal assistant.

When an unknown number calls, do this:

• Tap “Screen Call”

• Your phone asks the caller who they are and why they’re calling

• You see a real-time transcript of their answer

Then, you can decide to pick up, hang up, or send a message. For instance:

You tap, “I’ll call you back” and they hear, “They can’t talk right now, but they’ll call you later. Thanks, goodbye.”

To set this up:

• Go to Phone Settings > Spam and Call Screen > Call Screen

• Choose your preferred protection level (automatic or manual)

8. Keep Your Phone Updated (Don’t Skip This Step)

Most people forget this, but keeping your phone updated is one of the best ways to fight spam. Updates often include new protection features, better spam detection, and fixes for known issues.

Quick tips:

• Update your Google Phone app

• Keep your Android OS up to date

• Review and manage your blocked numbers list periodically

By staying up-to-date, you equip your phone with the latest defenses, just like IT services do for business systems.

Can You Stop Spam Calls Forever?

Not entirely, but you can cut them down significantly. By blocking spam numbers, reporting them, and using the built-in tools your Android phone offers, you’re not just protecting yourself, you’re helping improve spam detection for everyone. Each report feeds into Google’s system to refine its filter. That’s the power of user input.

Here’s how to stay ahead of the spam:

• Always block and report spam calls when you receive them

• Use caller ID and spam filters consistently

• Update your phone and apps regularly

• Use Call Screen to catch unwanted calls before they reach you

Just a few minutes of setup now can save you hours of frustration later.

Your Phone, Your Rules

You don’t have to put up with robocalls, shady texts, or unwanted interruptions. Android gives you the tools to take control, and if you ever feel stuck, BrainStomp is here to help. We offer expert IT services for individuals and businesses alike, so you can stay secure, stress-free and in control of your digital life.

Need support? Contact BrainStomp today and take the hassle out of tech.

How to Filter Unknown Calls and Texts on Your iPhone

If spam calls and texts are taking over your phone, you’re not alone, and it’s only getting worse. The good news? Your iPhone already has powerful features to help stop the flood. No extra apps, no subscriptions, no hassle. Just a few smart settings and you’re back in control.

This guide shows you how to filter and block those annoying unknown calls and texts using the tools already built into your iPhone. It’s about working smarter with the tech you have. And with support from expert IT services, you can take full advantage of these features to keep scammers out and your digital life running smoothly.

8 Smart Ways to Silence Scammers on Your iPhone and Take Back Control

1. Start with the Basics: Block That Number

Just got a sketchy call or spammy text? The easiest fix is to block the number right away.

To block a number that called you:

• Open the Phone app

• Tap on “Recents”

• Find the number and tap the Info (i) icon

• Scroll down and hit “Block this Caller”

If they’re contacting you through FaceTime, it’s the same process. Just open the app, tap the (i), scroll, and block.

To block a spam text:

• Go to “Messages”

• Open the conversation

• Tap the contact name/photo at the top

• Tap Info on the right

• Scroll and select “Block this Caller”

Once blocked, they’re cut off from contacting you, no alerts, no interruptions.

2. Report Junk Messages the Smart Way

Blocking is helpful, but reporting spam trains your phone to recognize and filter similar junk messages in the future, especially those from unknown numbers.

Here’s how report:

• Tap the text

• Select “Report Junk” (in small blue text)

• Confirm with “Delete and Report Junk”

Note: This doesn’t block the number, but it does help Apple flag similar messages in the future.

3. Want Fewer Distractions? Silence Unknown Callers

Here’s a little-known gem buried in your iPhone’s settings, a feature that automatically silences calls from numbers you don’t know.

To activate:

• Go to Settings

• Tap “Phone”

• Scroll to “Silence Unknown Callers” and toggle it on

It sends calls from unknown calls straight to voicemail, so only people you know can reach you. Simple, quiet, and stress-free.

Note:

• If you call emergency services (like 911), this setting turns off for 24 hours, just in case they need to reach you back.

• If Siri finds that number in your emails or text messages, it may let the call through. 

4. Filter Messages from Unknown Senders

Let’s shift gears to text messages. If your iMessage inbox feels like a spam folder, this one’s for you.

To filter out unknown senders:

• Open Settings

• Tap “Messages”

• Toggle on “Filter Unknown Senders”

Now, when you open the Messages app, tap Filters in the top-left corner. You’ll see two sections: Known Senders and Unknown Senders. The latter collects any message from a number that’s not in your contacts. You won’t get notifications from them either, which is a blessing.

This feature works a bit like how IT support filters junk email, keeping your digital space clean without deleting things you might need later.

 5. Block Spam Emails Right from the Mail App

Got an annoying marketing email or someone spamming your inbox? You can block them directly from Apple’s Mail app.

To block an email address:

• Open the Mail app

• Tap on the email address in question

• Select “Block this Contact”

If you’re using multiple Apple devices with the same iCloud account, the block applies across all of them. For non-Apple email providers like Gmail or Outlook, you'll need to block them separately.

6. Third-Party Help: Add Extra Filters (Optional)

If you want more firepower, you can try third-party apps that specialize in spam detection. Some options are free on the App Store and add an extra layer of security.

To get started:

• Download one or more call filter apps

• Go to Settings > Phone

• Tap “Call Blocking & Identification”

• Toggle the app(s) on

Some mobile carriers also offer spam filters. If available, you’ll see “Silence Junk Callers” in your settings. It works like Apple’s silence feature but uses your carrier’s database to detect spam before it even reaches you.

7. How to See Who You’ve Blocked

Maybe you want to review who you’ve blocked, or unblock someone after a change of heart?

Here’s how you can:

• Phone blocks: Settings > Phone > Blocked Contacts

• Mail blocks: Settings > Mail > Blocked

• FaceTime blocks: Settings > FaceTime > Blocked Contacts

• Message blocks: Settings > Messages > Blocked Contacts

You can also add new contacts to your block list from any of these menus by tapping “Add New.”

8. What Actually Happens When You Block Someone?

Blocking isn’t a full-on ban; it’s more like putting that person on permanent “Do Not Disturb.”

Here’s what to expect:

• Blocked callers can still leave a voicemail (but you won’t get a notification)

• Texts from blocked numbers disappear quietly

• Emails from blocked contacts go directly to your trash

• The person you blocked? They’ll never know, they get no notification

Give Yourself Some Peace and Quiet

You shouldn’t have to flinch every time your phone buzzes. With just a few smart settings, your iPhone can work like your own built-in tech support, blocking scammers, silencing spam, and making sure the important calls and messages get through.

Whether you’re avoiding bogus IRS calls or done with “You’ve won!” texts, the tools you need are already on your phone. No extra apps, no hassle, just a few simple steps now for a much quieter, more peaceful digital life.

Your iPhone isn’t just smart; it’s your first line of defense against digital noise. Need a hand setting things up or looking for stronger protection? BrainStomp’s IT services are here to help keep your devices secure, efficient, and scam-free. Get in touch today and silence the noise for good.

Microsoft Subscription Renewal Phishing Tactic

Have you ever opened an email and felt that something’s just off, but you couldn’t quite put your finger on it?

That one second of hesitation might be the only thing standing between your company and a full-on breach.

A new phishing scam targeting Microsoft 365 users is making the rounds—and it’s slick. It mimics a real subscription renewal notice, uses fake calendar invites to create urgency, and leads to a convincing but completely fake Microsoft billing portal. One click, and your firm’s data, financial info, and login credentials could all be gone.

According to The Fintech Times, 94% of organizations experienced a successful cybercrime in the past year.

This isn’t a story about “those companies over there.” It is currently happening, and it only takes one person to make the mistake of falling for it.

Let's understand how this scam takes place, its negative effects, and how strong IT solutions can solve these issues and keep your teams and data safe.

Scams Are Smarter, And Your Protection Needs to Be Too

Email scams are getting smarter—less obvious, more convincing. It’s no longer just bad grammar. It’s well-timed, polished, and dangerously believable.

And look—we get it. Most people don’t have time to inspect every email, every link, and every attachment. That’s where a good IT strategy steps in.

We have to accept the fact that not every team member can tackle cybersecurity issues like an expert. But what you can provide them with is access to tools and support to stay safe.

How the Scam Works: Step by Step

Step 1: The Email Looks Legit (At First)

It starts with an email that appears to come from “Microsoft Billing.” It claims your Microsoft 365 subscription couldn’t be renewed and asks you to take immediate action.

The email also attaches an .ics calendar file—which automatically adds a “blocked” time slot to your Outlook calendar. Now you’ve got a meeting reminder staring you in the face, pressuring you to act quickly.

This trick isn’t just clever—it’s manipulative. It creates psychological urgency that makes people skip the usual gut checks.

Step 2: The Attachment Sets the Trap

Attached to the email is a local HTML file, named to look like a secure billing statement. When opened, it launches a fake Microsoft billing portal that’s nearly identical to the real thing.

Users are prompted to enter their credit card details, contact info, and login credentials for a “$5.29 monthly renewal.”

The page shows “processing” animations and warning messages to make the experience feel real.

But it’s all fake.

Step 3: The Damage is Done

Once submitted, your data is in the hands of scammers. The email wasn’t sent from Microsoft at all—it came from a compromised .shop domain.

What do the attackers gain?

• Credit card numbers

• Business and personal data

• Corporate email credentials

And what do you lose? Potentially—everything.

Why This Phishing Scam Is So Dangerous

This isn’t your average “Nigerian prince” email. This campaign is:

• Well-designed and professional-looking

• Loaded with urgency triggers (calendar invites, alerts, etc.)

• Hosted locally, making it hard for email filters to detect

• Leveraging trust in Microsoft’s brand

It’s not just about stealing one credit card. If hackers steal email credentials, they can access systems, spread malware, and leak client data, damaging your business and reputation fast.

One Click Can Cost You Everything

It only takes one team member clicking one attachment to bring your business to a halt.

Think about it:

• Do you have a plan if your Outlook inbox gets hijacked?

• How long would it take to recover if attackers accessed your client list or internal files?

• How do you explain to clients that their information might be compromised?

Cyberattacks aren’t just an IT problem—they’re a business problem. And if you wait until after something happens to act, you’re already behind.

How to Protect Your Business

This threat—and ones like it—aren’t going away. But with the right IT solutions in place, your team doesn’t have to play defense.

Here’s how to stay ahead:

1. Train Your Team (But Don’t Rely on Training Alone)

Yes, training matters. But no one catches everything. People get tired. They rush. Mistakes happen. That’s why you need smarter tools backing them up.

2. Use Real-Time Email Security

Traditional filters can’t stop everything, especially attachments hosted locally like in this scam. Advanced email security stops threats before they even land in your inbox, keeping your team safe without lifting a finger.

3. Lock Down Credentials and Access

Use MFA, strong passwords, and limit access to stay secure. If a scammer manages to get through, they will reach a roadblock.

4. Talk to IT Experts Who Get It

You don’t need to do this alone. If you’re not sure your systems are secure, get a second opinion. A good IT provider can review your setup, flag vulnerabilities, and put real defenses in place.

Stay Smart, Stay Safe

Let’s be honest—most phishing emails don’t fool you. But it only takes one moment of distraction. One person. One click.

These attacks are designed to bypass filters, use trusted names like Microsoft, and pressure you into reacting fast. That’s what makes them dangerous.

Don’t wait until after your business is hit.

Start building and implementing protection into your workflow, with IT solutions that spot issues, even when your team can’t.

A Smarter Way to Think About Cybersecurity

Cybersecurity shouldn’t feel like a burden—it should feel like quiet confidence.

With Brainstomp’s IT solutions, you can stop stressing over threats and start focusing on growing your business. Let us handle the tech, secure your inbox, and keep your team protected.

Get in touch with Brainstomp today—because your business deserves peace of mind.

Information You Should Never Send Via Email

You’d never hand your house keys to a stranger—so why send your password in an email?

Emails are an essential part of your everyday workflow. They’re fast, easy, and reliable. But here’s the problem: not everything belongs in an email.

Some things, like passwords or financial info, should never be sent over email. One wrong click can lead to major damage.  At a time when cyber threats are more advanced than ever, keeping sensitive information safe isn’t just about good habits—it’s about having smart IT solutions in place to back you up.

Rushed Emails, Risky Mistakes, and How to Stay Protected

We’ve all done it. Your day is hectic, and you are in a rush trying to complete your tasks, and suddenly someone asks you to email your logins to them. This feels harmless, but things can take a turn anytime.

Too many businesses learn the hard way that email is not secure by default. And if you’re sending sensitive details without a second thought, you’re giving cybercriminals an open door.

Good news? You don’t need to make drastic changes to your entire system—just stay aware and set up the right systems to keep your data safe.

What Not to Send Over Email and Why

1. Passwords and Login Credentials

Let’s start with the biggest point: never send your passwords over email — not to coworkers, not even for "just this once." If your email gets compromised, that message becomes a treasure map for hackers. And even if you delete the email, there’s no guarantee the other person will.

2. Credit Card Numbers or Payment Info

This is another major no-go. Emailing your credit card info is risky, like leaving your wallet out in public and hoping no one picks it up. Even if your email provider uses encryption, the receiver's system might not.

3. Financial information

Things like your financial information should never be sent via email, even if it is your own bank asking you to email them. The reason is that your email can be intercepted, and all the information in it can be used illegally for fraud and other crimes. Make sure you are using secure portals and encrypted messaging instead.

4. Social Security Numbers

Your Social Security number unlocks everything—if stolen, it can be used to open accounts, steal credit, or file fake taxes. It should never travel through regular email.

5. Attorney-Client Privileged Documents

Legal documents need extra protection. Emailing them—especially without encryption—can put confidentiality at risk. Always use a secure file-sharing platform to keep things private and compliant.

6. Health Records or Medical Info

Health info is personal and should be kept private. Sending it through email isn’t safe and could put people at risk.

7. Driver’s License Numbers

A stolen driver’s license number can be used for a range of fraudulent activity—from fake identity creation to benefit fraud. Avoid sending copies or numbers of these IDs through email.

8. Passport Numbers

Your passport number is also very personal and powerful. It can be used in identity theft schemes or sold on the dark web. Keep it off email entirely.

9. Business Tax IDs or EINs

Your EIN might not feel sensitive, but if someone gets it, they can pretend to be your business and open fake accounts. Treat it like your personal ID—keep it safe.

One Email Can Open the Door

The scariest part? Most breaches start with something small. One employee shares a password over email. One manager sends bank details without encryption. It doesn’t take long before hackers find their way in.

Once inside, attackers can carry out the following.

• Steal funds
  
  

• Lock down your systems with ransomware
  
  

• Leak client data
  
  

• Damage your reputation beyond repair

And just like that, a business you spent years building could be turned upside down—all because of one unguarded email.

How to Stay Protected

Here’s how to make email safer without giving up convenience:

1. Use a Password Manager

Make sure you are not storing your passwords in your inbox or spreadsheets. You can, however, use password managers that keep everything secure and even make sharing information safe.

2. Add Multi-Factor Authentication

In case of a stolen password, MFA adds one extra step for the attacker, which usually makes them give up and move on rather than struggle to retrieve the code or device confirmation. 

3. Encrypt Sensitive Messages

In cases where sharing is necessary, make sure you are only doing it through encrypted email tools or safe sharing platforms.

4. Train Your Team

Most breaches are a result of human error. Make sure your employees are trained and aware of what can and cannot be shared via email. But if their task requires sharing info, make sure you provide them with the necessary tools and support.

5. Get the Right IT Solutions in Place

Your team needs backup—partner with IT experts to secure email, block threats, and protect your systems.

Email Should Help Your Business, Not Hurt It 

Email makes business easier—but it can also open the door to serious threats if you’re not careful. One wrong click or shared password is all it takes.

That’s where Brainstomp comes in. We help secure your inbox, train your team, and put the right protections in place—so you can focus on your business, not chasing down problems.

Let Brainstomp handle your email security—because one smart move today can prevent a major headache tomorrow.

Optimizing Software Licensing for Small Businesses: How to Save Money and Stay Compliant

Chances are you’re paying for software your team doesn’t even use. For most small businesses, software is the lifeline of daily operations, but without the right management, it quickly becomes a slow leak that drains your budget. Licenses pile up, compliance gets confusing, and renewal reminders hit like surprise bills. Before you know it, you’re spending thousands on tools your team barely touches. 

It’s not just small businesses, studies show that the federal government spends more than $100 billion annually on IT and cyber-related software and licenses, with a significant portion of this amount wasted on unused licenses.

The good news? You can take back control and start saving where it counts.

Software licensing management isn’t just a trendy word thrown around in the corporate world, which many companies ignore. But in reality, software licensing is the secret to helping businesses stay efficient, agile, and financially stable. With the right software licensing solutions in place, it’s not only possible but it’s surprisingly simple.

Why Software Licensing Should Be on Your Radar

Think of software licenses like the keys to your digital kingdom. Each key gives you access to tools that help your business run smoothly. It can be Microsoft 365 for communication, VMware for virtualization, Trend Micro for cybersecurity, or StorageCraft for backups. But without proper management, those keys start to multiply and overlap, leaving you with a confusing mess of unused, expired, or duplicate licenses.

Licensing agreements are legal contracts. Mismanaging them can land your business in hot water—from fines to audits to costly renewals you didn’t see coming. But when you get it right? You gain visibility, reduce waste, and create space for smarter tech decisions.

The Real Cost of Doing Nothing

The average small business loses thousands annually to bloated or misused software subscriptions. And it’s not just about money—it's also about productivity. Employees using outdated tools, or worse, working without access to what they really need, are at a serious disadvantage.

Plus, audits can happen when you least expect them. If you're not prepared, you may have to make last-minute purchases or face penalties for non-compliance. That is why having industry partners you can rely on, such as Microsoft, Check Point, VMware, Trend Micro, and StorageCraft, can be the difference in your software license experience. It is not about piling on more tools, but it is about having the right ones that keep you protected, in compliance, and cost-effective.

9 Smart Ways to Master Software License Management

Here’s how you can take control of your software licenses—without the stress:

1. Audit What You’ve Got

Start with a license inventory. What’s installed? What’s being used? What’s sitting idle? Regular audits are your first line of defense. They help you uncover forgotten tools, catch duplicate licenses, and plan better for the future.

2. Keep Everything in One Place

Centralizing your license management gives you total visibility. Whether it’s through a dashboard or spreadsheet (or with help from BrainStomp), having all your licenses in one location makes it easier to manage renewals, track usage, and avoid double-dipping.

3. Know What You Signed Up For

Licensing agreements can be tricky. Some restrict how many users can access a tool, while others charge based on device or storage. Understanding the fine print can save you from nasty surprises during a vendor audit.

4. Use a Tool Built for the Job

Dedicated license management software automates the grunt work. These tools can monitor usage, track compliance, and even alert you when renewals are due. It's like having an accountant and a lawyer keeping tabs on your software, without the hourly fees.

5. Optimize Before You Renew

When that license renewal reminder pops up, don’t just click “renew.” That’s your golden moment to negotiate better pricing, drop what you don’t use, and align your licenses with your current needs. Use data from your audits to back your decisions.

6. Stay Ahead of Compliance Risks

Being out of compliance can cost you big, not just in fines, but also in terms of time and credibility. Stay informed about your vendors’ terms, and don’t assume auto-renewals mean you’re covered. Software licensing management helps you stay in the clear by working directly with software providers on your behalf.

7. Don’t Miss Out on Volume Discounts

Volume licensing offers lower prices, easier management, and often more flexible terms. Software licensing solutions can help you tap into these deals, especially with big names like Microsoft and Trend Micro.

8. Monitor Actual Usage

Are your employees really using all those licenses? Or are they sticking with Google Docs while Microsoft Word sits unused? Usage data helps you decide what to keep, what to drop, and what to double down on.

9. Train Your Team

Even the greatest tool is of zero value if no one can utilize it. Ensure your staff is well aware of your license management system.  A quick training session can prevent misuse, boost productivity, and help everyone stay compliant.

Why Partnering with BrainStomp Makes All the Difference

Most of the time, small businesses lack the time or know how to utilize software licensing on their own. That’s where the right software licensing solutions come in. With over two decades of hands-on experience supporting platforms like Microsoft, VMware, Trend Micro, and more, a trusted provider can help you:

• Choose the right licensing agreement.

• Get competitive pricing, especially on volume deals.

• Streamline renewals and upgrades.

• Avoid compliance pitfalls.

• Set up the tools you need—without the fluff.

Whether you're securing your network with Check Point, backing up data with StorageCraft, or building a virtual environment with VMware, expert software licensing management makes it seamless from start to finish.

The software landscape is constantly shifting. New tools emerge, licensing models change, and usage patterns evolve. What worked for your business last year might not make sense today.

That’s why smart license management isn’t a one-time fix—it’s an ongoing strategy. With the right partner and systems in place, you’ll spend less, stay compliant, and unlock the full value of your software investments.

Ready to simplify your software stack and stop overpaying? Contact BrainStomp today and let the experts take licensing off your to-do list—so you can focus on growing your business.

Double Down on Security: The Real Power of MFA in Microsoft 365

Hackers don’t knock before breaking in, and without MFA on your Microsoft 365, you’re holding the door open for them. That is what setting your password without Multi-Factor Authentication (MFA) means in cybersecurity. If you are utilizing Microsoft 365 in a workplace, educational institute, or personal project, turning on MFA is not only a good idea, it is essential.

You've got valuable information in your Microsoft 365 account, including your emails, calendars, files, documents, and perhaps even client information. That's a treasure trove hackers would love to get their hands on. If a password’s the only thing in their way, your data’s not really safe.

That’s where Multi-Factor Authentication (MFA) comes in. As a trusted IT solutions partner for Microsoft, Trend Micro, Check Point, and more, we have hands-on experience securing workplaces with strong authentication.

Multi-Factor Authentication - Your Account’s Second Lock

MFA is the second lock that secures all of your data and is a much smarter one. It’s a simple but powerful process that asks for more than just your password to log in. Studies show that 30% of users online become victims of a data breach because of a weak password. Use this combination to prevent such attacks:

• Something you know (like your password),

• Something you have (like your phone or a security code), and

• Something you are (like a fingerprint or facial recognition).

If someone happens to steal your password, they will still not be able to fully break in, thanks to the verification code sent to your mobile. However, if they have both, it's going to be a long day.

Tough Security - Microsoft’s Big Guarantee

Here's something to grab your attention. MFA can block 99.9% of account attacks, according to Microsoft. That's no marketing slogan—that's a direct claim from Microsoft.

In short, MFA doesn’t just slow down hackers. It shuts them out completely in almost every scenario.

MFA Makes Phishing Attacks Extremely Difficult

We've all had suspicious emails requesting that we "verify our login details" or "click this link immediately." These phishing scams are intended to make you hand over your password.

Unfortunately, even smart users fall for them.

With MFA, even if you accidentally share your password, a hacker cannot get in without the second verification requirement.

Brute Force Attacks? Not Anymore

Hackers have tools that can guess passwords thousands of times per second. It’s called a brute-force attack, and it’s as scary as it sounds. They use software to try every possible password until one works.

But guess what? If your Microsoft 365 account is protected by MFA, they’re out of luck. Even if they do guess right, they’ll hit that second barrier. And unless they’re holding your phone, have your fingerprints or face files, they’re not getting in.

MFA Isn’t as Time Consuming as It Sounds

We get it—security features can sometimes feel like speed bumps. But MFA isn’t one of those login nightmares. Microsoft’s version is surprisingly smooth.

Here’s how it usually goes:

1. You enter your email and password.

2. Microsoft sends a prompt to your phone (via text, app, or call).

3. You approve the sign-in, and you’re in.

That’s it. Two taps and you’re protected. You’ll usually only need to do this once per device unless you’re logging in from somewhere new.

It's Not Just a Good Idea—It’s a Requirement

If you're in finance, healthcare, or law, MFA is not an option. Standards like HIPAA, GDPR, and ISO 27001 often require strong access controls, and MFA checks all the boxes.

If you're head of security or compliance, having MFA turned on prevents legal issues helps and you sleep better at night.

What About the Downsides?

We’re not going to pretend MFA is perfect or that everyone will love it right away. There are some obstacles:

• A learning curve: If your team is not IT proficient, you might need to train them on how to use it effectively.

• A bit of extra time: Yes, it adds a step to the login process. But considering the security payoff, it’s a small price to pay.

• Tech compatibility: Not all older devices play nice with MFA. You might need a few updates.

• Choosing the right tool: From SMS codes to authentication apps and biometric readers, there’s a buffet of options. Picking the best fit for your setup takes some thought.

Still, most of these issues are one-time bumps in the road, not long-term obstacles.

Real-World Example: A Close Call Averted

Let’s say you work in HR and someone sends you a fake job application that secretly includes a phishing link. You click it and enter your Microsoft 365 credentials before realizing the email was shady.

With only a password protecting your account, your inbox—and all the sensitive data in it—is now wide open. But if MFA is on? That hacker gets a “DENIED” screen faster than you can say “breach.”

Peace of Mind, One Click at a Time

There’s no such thing as being too secure, especially when you’re dealing with valuable business or personal information. MFA might seem like a tiny step, but it makes a huge impact.

And honestly? Once you get used to it, you’ll wonder how you ever lived without it.

Don’t Wait Until It’s Too Late

Enabling Multi-Factor Authentication for Microsoft 365 isn’t something you do after a cyberattack. It’s your frontline defense—something you do before things go sideways. You’ve got BrainStomp to make sure everything is set up right from the start

BrainStomp delivers proactive IT solutions with expert support in MFA and cybersecurity, tailored to your business. As certified partners, we keep you secure, compliant, and ahead of cyber threats.

Get in touch with our experts at BrainStomp today because peace of mind starts with a secure login.

Maximizing Remote Team Productivity: Essential Tech Tools and Strategies

Remote work has become the new normal. From startups to large enterprises, the shift to remote or hybrid work has changed the way teams work and communicate. But the catch is, just because individuals can work from anywhere, it does not mean that productivity will magically happen. Without the right IT infrastructure, remote work can feel like herding cats rather than team management.

The good news is that to keep things running smoothly, you do not have to micromanage or burn out. All you need is the right tools and strategies so that your team can stay focused, connected, and productive wherever they are working from. According to a 2024 report from the U.S. Bureau of Labor Statistics, even a slight increase in remote work produces measurable gains in terms of productivity across industries. This is proof that with the right tools and strategies, companies can increase productivity through remote work.

How To Maximize Remote Team Productivity

Understand Your Team’s Workflow

Before loading up on tools, take a pause.

Every remote team is different. Some thrive on structure; others need flexibility. Maybe your biggest issue is juggling too many apps, or maybe it’s radio silence from key teammates when decisions need to be made. Identifying these bottlenecks is your first move.

Ask your team why you're always short on time and what is causing friction between the teams.

Once you know your team’s weak spots, it’s easier to build a solid IT system around them—one that actually fits your workflow instead of working against it.

Clear and Consistent Communication Is Everything

Without a shared office space, communication becomes the heartbeat of remote productivity.

Tools for instant messaging are a requirement, but that does not mean any application will be suitable. You'll need a platform that allows for real-time messaging, video conferencing, and even voice notes for different situations.

But that's not it! Ask your team to use designated channels for specific matters, project threads, and chatting because this is how culture flourishes virtually.

Tip: Some companies even create Slack channels for everything from book clubs to recipe swaps. That kind of camaraderie? It drives long-term engagement.

Organize Work with Project Management Platforms

Remote teams require a virtual hub where they can view their tasks and deadlines. This way, priorities are not overlooked.

Project management tools let you track your progress, delegate responsibilities, and break down projects into smaller tasks so that tracking them is easier. Some platforms even come up with time tracking and communication so that everyone works smoothly.

This kind of workflow visibility keeps your teams aligned with their tasks, especially when you’re managing hybrid teams or freelancers across different time zones.

Time Tracking - Not Micromanaging, Just Smart Management

Time tracking has a bad reputation, but when done correctly, it is less about control and more about clarity.

Monitoring how your team members spend their time highlights inefficient workflows, risks of burnout, or redundant tasks that should be automated. It also assists with realistic deadline management and client expectations management.

Some tools enable team members to mark time by project or task so that it becomes simple to run reports and look at where hours are being spent. Others come with built-in reminders and productivity analytics that help workers manage their own time.

If this is done right, it should not feel like a burden but more about building a culture of trust and accountability.

Real-Time Collaboration Keeps the Ball Rolling

Those days are gone when documents were emailed back and forth, hoping all the edits were implemented into the final draft.

Current collaboration software like Google Workspace, Microsoft 365, or Notion enables several team members to co-edit a file simultaneously. Writers, visual creatives, and developers can name them,  comment in real time, track history, or even come up with ideas.

This is a culture that encourages innovation. It is like being around a virtual table, without the embarrassing chair shuffling.

Automate the Small Stuff

Remote teams have better things to do than manually sort files, send repetitive emails, or copy-paste client data across systems.

That’s where automation changes the game. Tools like Zapier or Make automate workflows by integrating your preferred applications, removing the need for tedious tasks so that your team can concentrate on what matters.

Make Space for Human Connection

Remote work can get isolating and lonely for those who enjoy others' company. Thus, you can encourage connection with team-building exercises, casual conversations, and recognition to ensure that everyone remains motivated and engaged.

Don’t Skip Training and Support

Even the fanciest tools fall flat if your team doesn’t know how to use them.

Invest in onboarding sessions, create user-friendly guides, and offer regular check-ins to see where people are struggling. Most software platforms offer free training materials—use them!

And consider rotating “tech champions” within your team—folks who can answer quick questions or help troubleshoot common issues. When your team feels supported, adoption goes up, and so does productivity.

The Right IT Infrastructure Makes All the Difference

A truly productive remote team depends on more than just apps. It needs a strong, secure IT foundation, something companies like Brainstomp know inside and out.

Their focus on designing infrastructure that actually works, rather than the cheapest or most expensive option, makes a world of difference. Whether your team is fully remote, hybrid, or somewhere in between, having reliable systems and support in place ensures your tech stack isn’t a patchwork; it’s a powerhouse.

Remote productivity isn’t about squeezing every second out of your team. It’s about creating an environment, both digital and cultural, where people can do their best work, from wherever they are.

Want to Maximize Your Remote Team Productivity?

Start by understanding your team’s needs. Then layer in the right tools: communication, project management, collaboration, automation, and time tracking. Wrap it all in training and support. And most importantly, keep your people connected.

When it all clicks together, you don’t just get a team that works. You get a team that thrives. Are you ready to build a remote setup that works? Contact Brainstomp, Inc. today and start evaluating your tools and strategies. Your high-performing team is just a few smart choices away.