Cybersecurity
How to Detect and Stop Account Takeovers Before They Escalate
How to Detect and Stop Account Takeovers Before They Escalate by Todd Moss
We’ve all seen the headlines: another organization’s data leaked, donor records stolen, or a business left scrambling because someone got into a system they shouldn’t have. For nonprofits, startups, and growing companies alike, these incidents aren’t abstract possibilities. They’re realities that can upend your work overnight.
What makes account takeovers so infuriating is their subtlety. Unlike obvious hacks, they often slip in quietly, an unnoticed login, a slightly odd password reset, a user account behaving just a bit out of character. These “small leaks” can eventually sink a ship, especially when most teams are already stretched thin and lack dedicated IT eyes on every corner.
We get it. For decision-makers who aren’t technology specialists, it’s easy to feel lost between jargon-packed advice and scare tactics. But you can spot the warning signs of account compromise early, and put systems in place to protect your team, your mission, and your peace of mind.
Detecting Account Takeovers: The Quiet Signs That Matter
Before account takeovers escalate, they usually leave a trail of breadcrumbs. The key is training your systems, and your people, to recognize those subtle breadcrumbs before real harm is done.
What Is an Account Takeover?
Account takeover (ATO) occurs when someone gains unauthorized access to an account that’s meant for a trusted user inside your organization.
Once inside, it can be used to siphon data, defraud the organization, or move laterally to other sensitive systems. For nonprofits and SMBs, this often starts with something as simple as a reused password that’s leaked in a past breach, or a convincing phishing email.
Why Are They So Hard to Catch?
Unlike traditional “hack and lockout” incidents, account takeover attacks usually maintain a lower profile. Attackers want to avoid setting off alarms. Instead of locking out the real user, they’ll quietly observe, gather information, or trigger sensitive requests at just the right time, sometimes weeks or months after the initial compromise.
The Early Red Flags
We recommend keeping an eye out for signs like:
Unusual login locations or times (e.g., a user who always works 9 to 5 from San Francisco suddenly logs in at 2 a.m. from another country)
Password resets or MFA prompts the real user didn’t trigger
Unexplained forwarding rules or changes to account settings
Small but suspicious permissions changes, like granting new admin privileges or connecting new devices/emails
We know most people don’t watch access logs every day, and that’s okay. But your systems can, and should, pick up some of the slack. Managed IT services in San Francisco, mission-driven nonprofits, and startups all benefit from having these kinds of proactive monitoring alerts in place.
The Human Side: Why Empathy and Education Matter Just as Much
As much as we love good technology, most account takeovers start not with a flaw in your firewall, but with human nature. People reuse passwords (we all have), get rushed answering emails, or don’t always know which links are dangerous. These aren’t failures, they’re realities of modern work.
That’s why we believe future-proofing IT is about building a safety net that accounts for fallibility. We put people and culture before flashy tools. Here’s how we recommend your organization approach it:
Culture of calm reporting: Reward users for reporting “weird” things, even if they turn out harmless. People should feel safe flagging something odd, not embarrassed.
Real-world security awareness: Security training shouldn’t be jargon-filled or fear-based. Use real examples and plain language, so everyone understands how even small actions (like enabling multi-factor authentication) add up.
Encourage slowdowns in “high stakes” moments: Empower your people to take a pause when something feels off, like a sudden request to transfer funds, or a vendor invoice that pops up unexpectedly.
Make it easy to ask for help: There should always be a clear, welcoming channel for staff to verify weird requests or activity. Our rule: we pick up the phone, every time.
We’ve seen the best security cultures come out of trust and simplicity, not fear or lectures. Future-proofing IT isn’t about blaming users. It’s about giving them room to make the right choices, and tools that help, not hinder.
Zero Trust Onboarding: Start Safe, Stay Safe
Traditional security mindsets still rely on a perimeter, trusting everyone inside their network. But today, with remote work, cloud apps, and constant phishing attempts, taking a Zero Trust approach is essential.
Zero Trust onboarding means that every user, device, and app has to prove itself, no one gets a “free pass” just because they’re on your network or payroll. Here’s what that looks like in real life:
Step-by-step access provisioning: New hires get only the permissions they need, nothing more. If their role changes, access adjusts accordingly.
MFA by default on all cloud and critical accounts: We make it the norm, not the exception.
Automated device compliance: Only computers or phones that meet your organization’s security standards can access sensitive apps.
Ongoing “least privilege” mindset: Even trusted users aren’t permanent admins.
With managed IT services in San Francisco and beyond, Zero Trust isn’t a marketing term, it’s a practical approach. It gives your team the tools to grow, onboard, and adapt securely, without slowing the mission down.
Proactive Detection: Security That Works Like Good Plumbing
We like to think of detection as “good plumbing”: you want water to flow exactly where you need it and nowhere else. If there’s a leak, you want to know before it turns into a flood.
That’s why we recommend layering both automated and human detection methods:
Automated anomaly detection: Tools that flag suspicious sign-ins, sudden permission changes, or data movements your people didn’t trigger. (Don’t worry, these generate plain-English alerts, we’re not fans of technical gibberish at 2 a.m.)
Regular, plain-language reviews: Set up recurring, easy-to-read reports on who’s logging in, from where, and when account changes are happening. Your leadership team should always feel comfortable asking “Does this seem normal?”
When something odd pops up, fast action matters, but so does calm and clarity. Part of our approach is mapping out, in advance, who takes which step if a breach alert fires. It means you’re never left scrambling or wondering what to do next.
Stopping Account Takeovers: What Actually Works
It’s tempting to look for a silver bullet to solve all cybersecurity headaches. The reality is, stopping account takeovers is about creating overlapping layers that reduce both risk and noise. Here’s what truly moves the needle:
Universal MFA adoption: Make multi-factor authentication (MFA) standard on all accounts, especially for email, finance platforms, and donor management tools.
Proactive credential management: Use password managers, not sticky notes or spreadsheets, and change credentials swiftly after any suspected incident.
Remove unused accounts fast: As soon as someone leaves the organization or changes roles, shut down or adjust access. Dormant accounts are the #1 easy target attackers love.
Regular access reviews: Once per quarter, review who has access to what. Only grant as much as needed for current roles.
Detect and respond, don’t just log alerts: Make sure flagged events route to someone accountable, not just a black-hole inbox. If you have an IT partner, this should be part of their managed intelligence, not just a checklist item.
More than anything, be wary of any vendor that claims a set-and-forget tool will handle everything. Intelligent cybersecurity, especially for mission-driven organizations and growing businesses, is about combining smart technology with human expertise, the kind that adapts and communicates quickly when things change.
Takeaways: Quiet Confidence for the Road Ahead
Here’s what we want every leader to remember:
Account takeovers are preventable, not inevitable.
Spotting warning signs early is possible, automated tools and sensible processes make all the difference.
People-first support (clear, human, always available) protects more than any one product ever could.
If you want technology to work quietly, future-proofed, trusted, and stress-free, focus on getting the basics right, empowering your staff, and building real-time, plainspoken detection into your systems. That’s how we see managed IT services in San Francisco, and why cybersecurity for nonprofits, startups, and SMBs needs to be both rigorous and remarkably human.
If any of this sounds familiar, if you’re tired of firefighting and want to build something more resilient, we’re always happy to help. Whether you’re securing your very first system or reviewing a dozen, we believe honest partnership beats buzzwords, every time.
About 24hourtek
24hourtek, Inc is a forward thinking managed service provider that offers ongoing IT support and strategic guidance to businesses. We meet with our clients at least once a month to review strategy, security posture, and provide guidance on future-proofing your IT.