Add & manage software licences
Track every software licence: how many seats you own versus use, what it costs per year, and when it renews. Over-provisioned licences and upcoming renewals are surfaced automatically, and unused seats appear as savings in Opportunities.
Steps
1. Open the add dialog
Click Add licence in the page header. (The button only appears if your role may edit data.)
2. Fill in the licence details
Name is required. Add the Publisher, the number of Seats total and Seats used, the Cost per year, and the Renewal date. Leave Auto-renew on if the licence renews automatically.
3. Save
Click Save. The licence appears in the table (sorted by renewal date) and the KPI tiles, renewal calendar and Licence Intelligence figures update immediately.
4. Assign or revoke seats
Open a licence and go to the Seats tab. Click + Assign, enter the user's name and email, and save — In use goes up by one. Hover a seat and click Revoke to free it again.
5. Edit, delete or watch renewals
Hover a row for the pencil (edit) and trash (delete) actions. The renewal calendar on the right colour-codes licences renewing within 45 days (rose) and under-used licences (amber).
6. Reconcile Microsoft 365 seats
The Microsoft 365 seat reconciliation panel compares your tracked seats with what Microsoft 365 actually assigns and uses. Click Sync now to surface reclaimable spend: inactive seats (assigned but no recent sign-in), unassigned seats (paid but not handed out) and count drift, each with the annual saving. Three data sources: (1) Connect and paste your Entra ID app registration for live per-user data; (2) no Entra? Click Import CSV and upload a seat-usage export (columns: email, product, last sign-in) from the M365 admin centre or any SaaS — it reconciles the same way and lists the real users; (3) otherwise a labelled preview estimated from your seat counts. On live data, the Reclaim button on an inactive finding opens an approval — once a finance approver grants it, the seats are revoked in Microsoft 365 and your tracked count updates.
TIP
Licence Intelligence (below the table) shows annual waste, cost per active user and consolidation opportunities (same publisher, multiple licences).