💡 Apple IDs - A Practical Guide

Disclaimer: The terms Apple ID and Apple Account are interchangeable and both used by Apple. In the following, we will only use the term Apple ID. Please note, however, that Apple is increasingly using the term Apple Account.

🛠 Do you really need an Apple ID?

When setting up Apple devices, our customers often ask: 
Do we actually need Apple IDs? And if so, which kind?

Short answer: In most cases, no.

With deeploi’s centralized device and app management, there’s usually no need to set up Apple IDs on individual devices. However, there are scenarios where using an Apple ID may be beneficial. This guide helps you decide the best approach for your organization.

I. Are Apple IDs Necessary?

❌ In most cases, they are not.

Many organizations assume Apple IDs are required, but devices function fully without them. deeploi manages all app installations, updates, and deployments centrally. This means there's usually no need for individual Apple IDs or App Store access.

To make the right decision, consider the following:

1. Do employees need access to the App Store as certain apps cannot be installed with deeploi?
2. Are iCloud backups, Apple Wallet, or certain Apple services required?
3. Do you need to manage Apple IDs centrally?

If you’re answering these questions with yes or maybe, the following guide will provide you with possible solutions and next steps.

II. If You Still Consider Apple IDs

There are two types of Apple IDs:

1. Managed Apple ID - can be created and centrally managed through the Apple Business Manager.
2. Personal Apple ID - can only be created and managed by individual users.

1️⃣ Managed Apple IDs

What they are: Accounts created and managed through Apple Business Manager (ABM).
Why use them: They offer centralized control and are safer and simpler for business use.

✅ Pros 

• Centralized access and permission management
• Created automatically for employees
• Restrict access to personal Apple services

❌ Cons

• User cannot download apps from the App Store
• No iCloud storage upgrades
• No payment method/ Apple Wallet support (e.g., Moss won’t work)
• Limited iCloud backup features
• Some apps (FaceTime, TestFlight, etc.) won’t work 

You can find more information about the limitations here.

2️⃣ Personal Apple IDs

What they are: Personal accounts that must be created by each employee individually.
Why use them: If Managed Apple IDs are not an option and certain apps or services absolutely require an Apple ID.

• These cannot be managed by deeploi!
• Be aware of the security trade-offs and IT visibility limitations.

⚠️ Security Note:

Using personal (non-managed) Apple IDs may bypass IT controls and introduce security or compliance risks.

⚠️ Attention:

Using personal (non-managed) Apple IDs can block device resets if the device is not part of the ABM. This may hinder the successful reset of devices. 
Also, we cannot access personal Apple IDs as Apple blocks access from anyone other than the user, preventing us from adjusting configurations in emergencies.

III. Decision Guide

If you’re unsure whether to implement Managed or Personal Apple IDs, contact us at hello@deeploi.io. We can evaluate your requirements and recommend the best approach.

It’s also helpful to visit this site for an overview of the topic.

IV. Next Steps

For Managed Apple IDs

If you want to implement Managed Apple IDs, please inform us under hello@deeploi.io. Then we can enable this setting for your workspace and enable the creation of Managed Apple IDs. Afterward, you just need to confirm the use of your domain with apple. We will explain to you what to do.

We recommend reading through this Apple guide beforehand, as the domain capture process is quite complex. During this process, we cannot provide full support since Apple restricts access to personal accounts.

⚠️ Note: If an employee used their business email to create a personal Apple ID, Apple may prompt them to change the email. Employees must update this themselves.

🚨 Attention: This process cannot be reversed once initiated. After activation, users have 30 days to migrate their personal Apple IDs. After successful migration, we cannot force users to log out of their personal Apple ID. This means that after migration to a new email, the user could still be logged in with their personal Apple ID rather than the managed one.

Furthermore, we provide a communication template to share with your team, including instructions for transferring existing Apple IDs. This affects current employees only; for future onboardings, the creation is automatic.

👉 You can find at the end of this page.

For Personal Apple IDs

Employees must create and manage personal Apple IDs themselves, as deeploi cannot manage these accounts.

We have prepared a guide for creating a personal Apple ID using a business email. Share this with your team and include it in onboarding materials to ensure smooth account creation.

👉 You can find it here.

IV. Summary

• Apple IDs are usually not required when using deeploi.
• If needed and applicable, Managed Apple IDs are the safer option and and easier to support. However, please make sure that your requirements can be fulfilled!
• Please consider the security trade-offs and IT limitations for Personal Apple IDs, as our support is limited for these cases.

📄 Communication Template - Migration to Managed Apple IDs

Subject: 
[Action required] Migration to Managed Apple IDs!

Email Text:
Hello everyone,

we will soon be switching to Managed Apple IDs for all company accounts.

💡 What does this mean?
Managed Apple IDs are created and managed centrally by the company. This increases the overall IT security of our organization. However, some features you may know from personal Apple IDs will no longer be available — such as Apple Pay or Family Sharing. You can find more information here.

⚠️ What do you need to do?
If you have created a personal Apple ID using your company email address, Apple will send you an email. In that email, you will be asked to transfer your Apple ID within 30 days. You have two options:

• Transfer the Apple ID to a new email address to continue using the account as a personal account.
• Convert the Apple ID into a Managed Apple ID. This means that full ownership of the account and its associated data will be transferred to your company!

If you have not created an Apple ID and are not signed in with one on your device, you don’t need to do anything.

👉 What do we recommend?
Whether you should transfer your Apple ID to a new email address or convert it into a Managed Apple ID depends on how you’ve been using it:

You may transfer your Apple ID to a private email address if you use it for:

• storing personal photos or other private data.
• purchasing apps, music, or movies.
• Apple Pay.
• Family Sharing or subscriptions (e.g. music, movie purchases, or apps shared with family members).

You may want to convert your Apple ID into a Managed Apple ID if the account is mainly used for:

• working on company devices and collaborating with colleagues.
• accessing company services.

Please note: You may need to adjust certain settings before transferring your Apple ID – for example, disabling Apple Pay or ending Family Sharing. More information can be found here.

⚙️ How does the process work?
The entire process, including instructions, is described here.

Option 1: Keep your personal account

1. Back up your data (e.g., iCloud content, photos, notes, passwords).
2. If needed, create a new email address to which you can transfer your Apple ID.
3. Open the email from Apple and click the link.
4. Select the option to transfer your Apple ID to a new email and follow the instructions.
5. Sign out of your Apple ID on your work devices.
6. Sign in with your new Managed Apple ID on your work devices. Use your business email address for this. You will receive a password separately by email. If SSO is enabled, you can sign in with your regular password.
7. If required, sign in with your personal Apple ID on your private devices.

Option 2: Transfer to a Managed Apple ID

1. Back up your data (e.g., iCloud content, photos, notes, passwords).
2. Adjust settings if required (see here).
3. Open the email from Apple and click the link.
4. Select the option to transfer your Apple ID to your company.
5. You may be asked to sign in again with your email. Use your regular business email for this.

If you have any questions or need support, please reach out to our IT team at hello@deeploi.io.

Best regards,
[Your Name]