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SaaS license management: seats, renewals and idle accounts
SaaS subscriptions are bought per seat, often by individual teams, and renew quietly in the background. LicenseSphere 360 gives you one place to record those subscriptions, see who holds each seat and spot the accounts that look idle before the next renewal.
Why SaaS seats drift
A new starter gets a seat in five tools on day one. A leaver loses their email but keeps three of those seats because nobody told the tool owner. A trial that became a subscription is not in anyone's budget. None of this is dramatic, but seat counts only ever go up unless someone is looking.
The fix is mostly boring: a single list of every SaaS license, an owner for each, a renewal date you will see in time, and a regular look at who has not used their seat.
How LicenseSphere 360 helps
- Record each SaaS license with vendor, seat count, cost, renewal date and purchase order or contract reference.
- Allocate seats to unique users by email, so one person holding many licenses is one managed unit.
- Run a Google Workspace or Microsoft Entra connection on demand. It reads each user's last sign-in time and disabled state, and flags seats idle after 45 days without a sign-in.
- Get 30-day, 60-day and expired renewal alerts in the app, and optionally in Slack or Microsoft Teams.
- Reclaim an idle seat manually and keep the action in an audit trail you can export to CSV.
What the idle flag does and does not tell you
The idle flag is based on directory sign-in data. A user who signed in to Google or Microsoft recently but never opens a particular SaaS tool will not be flagged by this signal, because we do not see usage inside third-party SaaS products. Treat the flag as a prompt to check, not a verdict. See reducing unused software licenses for a practical review routine.
Reclaiming a seat records it as reclaimed in LicenseSphere. It is a manual action and it does not change anything inside the vendor's own admin console, so remember to remove the seat there too.
A simple monthly routine
Cost is $2 per managed unit per month, prepaid. See pricing, or compare the directory-specific guides for Microsoft 365 and Google Workspace.
- Run the directory sync and review seats flagged idle.
- Check renewals due in the next 60 days and decide who needs to confirm the seat count.
- Reclaim confirmed idle seats and export the audit trail if finance asks what changed.
Frequently asked questions
Does it connect to every SaaS tool through an API?
No. Directory connections exist for Google Workspace and Microsoft Entra only. Other SaaS licenses are recorded in the inventory and allocated to users. Slack and Microsoft Teams are used only as alert destinations through incoming webhooks.
Can it measure how often someone uses a SaaS app?
No. It does not track usage inside third-party applications. The idle signal comes from directory sign-in data.
Who can see the data?
Access is limited to your own tenant and controlled by fixed roles: IT admin, procurement, auditor and employee. See security for the controls that are in place.
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.