Flag unused SaaS licenses
Strengthen software license management by checking SSO sign in activity every month, flagging inactive seats in a license report, and emailing app owners the seats to remove as part of SaaS spend management.
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Every month on [day of the monthly run], the automation pulls each user's last sign in date per app from [SSO provider, e.g. Okta, Microsoft Entra ID, Google Workspace] and flags seats with no sign in beyond [inactivity threshold, e.g. 60 days]. It writes the flagged seats to [license report, e.g. Google Sheets, Airtable] with the user, app, and last sign in date. It then looks up each app's owner in [app inventory, e.g. SaaS management platform, Google Sheets, Airtable] and emails them via [email platform, e.g. Gmail, Outlook] the list of inactive seats to review for removal.
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Problem
IT teams find unused software licenses by exporting user lists from each app, comparing them with sign in records, and chasing app owners about who still needs access. The review is slow and rarely finished, so seats held by inactive users stay assigned and the company keeps paying for them at every renewal.
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Solution
Every month, the automation pulls each user's last sign in date per app from the SSO provider and flags seats with no sign in beyond the inactivity threshold. It writes the flagged seats to the license report with the user, app, and last sign in date. It then looks up each app's owner in the app inventory and emails them the list of inactive seats to review for removal.
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Impact
Inactive seats are reviewed every month instead of piling up until renewal, so the company stops paying for licenses nobody uses and renews contracts at the right size.
Benefits
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Reduced software spend
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Accurate license counts
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Stronger renewal negotiations
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Faster seat reallocation
Who is this for?
Success stories
Adapt at speed with visual-first automation and AI
Make drives efficiencies, solves problems, and speeds innovation by breaking down silos across your business.
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