Key Takeaways
- License usage is measured via signals such as logins and last activity.
- Its informative value depends on what data a provider makes available.
- Microsoft 365 shows last activity and license assignment per person in the Active Users report.
- Lack of activity is a prompt to review, not proof that there is no need.
How is license usage measured?
License usage is measured via usage signals whose availability varies by application.
- Last login or last activity per account
- Active days within a period, such as 30 or 90 days
- Use of specific features or modules
- Visits to a web application in the browser
Why is an assignment list not enough?
An assignment list only shows permissions, not actions. Whether a person actually opens a tool cannot be read from it. Only usage data reveals which assigned licenses remain without activity for weeks. Microsoft, for example, provides reports that show last activity per service alongside the license assignment.
What are the limits of license usage as a metric?
Usage data is an indicator, not a final assessment. Seasonal tasks such as annual financial statements, cover arrangements, parental leave, or missing data from the provider can obscure genuine usage. Conversely, a single login does not prove genuine need. Therefore, the responsible person should always be consulted before canceling.
Example: License Usage in practice
Example: A management consultancy with 90 employees has assigned 75 licenses for a whiteboard tool. Over the past 30 days, 48 accounts show activity. Of the 27 inactive accounts, 6 belong to employees on parental leave, while the remaining 21 are revoked after checking back.
License Usage vs. License Assignment
| Aspect | License Usage | License Assignment |
|---|---|---|
| Meaning | who actually uses the software | who is permitted to use it |
| Data source | Logins, activity data | Admin console, directory service |
| Time reference | Activity over a period | State at a point in time |
License usage measures actual activity over a period, whereas license assignment only records who is permitted to use software.
How does Sovaro help with License Usage?
Sovaro detects used apps via the Sovaro Agent and the browser extension, even without SSO. Licenses without usage for 30 days are flagged; whether you revoke or cancel them is decided by your team.