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How do I find unused licenses and save money? (Potential Yearly Savings)

See how much you could save by removing inactive and spare licenses, based on the last 90 days of activity.

Setyl shows you which licenses aren't being used, and how much you'd save each year by removing them. This is called Potential Yearly Savings, and it's available on the Advanced and Advanced Managed plans.

How Setyl works out your savings

Setyl looks at how each License has been used over the last 90 days and puts every seat into one of four groups:

  • In use: the person has used the app in the last 90 days.
  • Inactive: the seat is assigned, but the person hasn't used the app in the last 90 days.
  • Spare: you're paying for the seat, but it isn't assigned to anyone.
  • Not enough data: Setyl doesn't have activity data for this person yet.

Inactive and spare seats count towards your savings. Setyl multiplies them by the cost you've entered for the License to give a yearly figure. For example, one spare seat on a License that costs £1,000 per seat each month adds £12,000 a year.

Setyl also highlights seats still held by archived people or merged profiles, so you can reclaim them.

See your savings across all Apps

  1. Go to Apps > Overview.
  2. Find the savings section, which gives an overview of your Potential Yearly Savings, and click View all to see the full breakdown.

You'll see your total Potential Yearly Savings, and for each App its Annual Cost, Current Usage, Potential Savings and Annual Rightsized Cost, which is what you'd pay after removing unused seats. Click the arrow on an App to see each of its Licenses. Turn on Show Apps With Missing Data to also see Apps that Setyl can't calculate savings for yet.

See savings for one License

Open the License from the App's Licenses & Assignees tab. On the right you'll see:

  • Potential Yearly Savings for that License.
  • License usage breakdown, with how many seats are In use, Inactive, Spare, or have Not enough data. Click the magnifying glass on any group to see who's in it.

The assignee list also shows each person's Usage and Last Activity date.

Where does the activity data come from?

Savings are calculated automatically for:

  • Apps with a License Intelligence connection: Microsoft, Google Workspace, Slack, Zoom, Adobe Creative Cloud, Atlassian and Autodesk. Connect them under Settings > Integrations > License Intelligence Connections.
  • Apps people sign in to through Microsoft Entra ID or Okta, as long as the License name, assignees and number of seats are in Setyl.

Microsoft and Okta usually keep activity data for only about 30 days, but Setyl stores it for longer. Connect your integrations as soon as you can, so you build up a full 90 days of history.

Getting accurate savings

  • Enter the cost and number of seats for each License. See How do I change the cost of a License?
  • Check "Not enough data" seats. These usually need an integration connecting, or more time to build up history.
  • Before removing a seat, check that the person doesn't need it, for example someone on leave.