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How to find and reclaim unused software licenses
Unused licenses are one of the most common and least visible software costs: seats held by people who left, changed roles or never started using a tool. Here is how to find them with LicenseSphere 360, and a review routine that works whether or not you use a tool.
Where unused licenses come from
- Leavers and role changes where the seat is never removed.
- Over-buying at renewal because nobody had a current seat count.
- Trials, pilots and one-team purchases that outlived their purpose.
- Duplicate tools bought independently by different departments.
Finding idle seats with directory sign-in data
LicenseSphere 360 can connect to Google Workspace (Admin Directory) or Microsoft Entra / Microsoft 365 (Graph) using credentials you provide, which are encrypted at rest. When an administrator starts a sync, it reads each user's last sign-in time and disabled state, and flags seats whose holder has had no sign-in for 45 days. The sync runs on demand rather than continuously, so run it before each review.
The endpoint agent adds a second view: if software is allocated to a person but the installed-software list for their device does not include it, that is worth a conversation. The agent reports what is installed, not how often it is used.
Reclaiming a seat
Reclaiming is a manual action in the allocations view, and each reclaim is recorded in the audit trail with who did it. This is intentional: an idle flag is a prompt to check with the person or their manager, not a reason to remove access automatically. Reclaiming a seat records it in LicenseSphere; remove the assignment in the vendor's own console as well.
A review routine that works
The renewal alerts at 30 days, 60 days and when expired are the natural trigger for this review. Read more on license renewal tracking.
- Sync directories and list seats flagged idle.
- Ask the manager or user to confirm they no longer need the seat; allow a short reply window.
- Reclaim confirmed seats, remove them at the vendor and note the saving.
- Look at renewals due in the next 60 days and lower the seat count at the next renewal rather than paying for shelfware for another year.
What it costs to do this
$2 per managed unit per month, prepaid and billed monthly through Paddle. Whether it pays for itself depends on how many idle seats you have and what they cost; we do not promise a saving figure. Use the free trial to see what the first sync finds. More on pricing and on SaaS license management.
Frequently asked questions
Why 45 days?
It is the threshold the directory sync uses to flag a seat as idle. A seat is flagged after 45 days without a sign-in.
Does reclaiming a seat remove it from Microsoft or Google?
No. Reclaim is a manual action recorded in LicenseSphere 360 with an audit trail. Remove the assignment in the vendor's admin console as well.
Can it detect software that is installed but never opened?
No. The agent reports installed software, not process activity or last-run times.
Related guides
Try LicenseSphere 360 free for 14 days
Self-serve 14-day free trial of 20 managed units (users or endpoints combined): sign in with Google or Microsoft, enter your company name and accept the Terms, and your trial workspace is created instantly. No credit card. Nothing is charged automatically. If you do not subscribe, trial data is permanently deleted 3 days after the trial ends. $2 per managed unit per month, prepaid and billed monthly through Paddle.