M365 License Reclaim Campaign
Identify Microsoft 365 licenses with no recent sign-in or activity, send user attestation requests, and route confirmed reclamations through approval before removing assignments.
Requires a Nuxari account. Installs as Draft — no changes until you enable it.
Back to templatesWhat this template does
This automation job queries M365 sign-in activity and license assignment data to identify accounts with no activity in a configurable window (default 30 days). It generates attestation requests sent to each inactive user asking them to confirm whether the license is still needed. Responses are collected and non-responders are treated as candidates for reclamation. Confirmed reclamations are routed to an approver before any license is removed.
When to use it
Use this template when you want to systematically reduce M365 license spend without manually reviewing every account. It is particularly effective for organizations that have grown rapidly and accumulated unused seat assignments, or for MSPs performing quarterly license hygiene reviews on behalf of clients.
How it works
Activity scan
Nuxari queries M365 sign-in logs and usage reports to identify license holders with no activity in the configured inactivity window.
Attestation campaign
Attestation requests are sent to inactive users via email or Teams, asking them to confirm continued need for their license within a deadline.
Response collection
Responses are collected and logged. Non-responders past the deadline are automatically flagged as reclamation candidates.
Approval routing
A reclamation list is sent to the configured approver. The approver can review each candidate and approve or exclude individual accounts.
License removal and evidence
Approved removals are executed, license assignments are cleared, and a full evidence record is generated including cost recovery estimates.
What gets created in your tenant
M365 Inactivity Scanner
A recurring job that queries M365 activity data and identifies inactive license holders on a configured schedule.
License Reclamation Approval
An approval gate that reviews the reclamation list before any license assignments are removed.
M365 License Attestation
Automated attestation requests sent to inactive users with configurable deadlines and reminders.
License Reclaim Evidence Record
A structured record of activity scans, attestation responses, approval decisions, and removal actions.
What evidence it produces
- License usage report per user
- Attestation responses with timestamps
- Approval record for each reclamation
- License assignment removal log
- Estimated cost recovery calculation
Safety and approval model
Templates install as Draft / Disabled by default. No actions run until you explicitly enable the template after reviewing the configuration.
This template requires an approval decision before enabling. No execution occurs without a recorded approver sign-off.
This template installs in Draft state. No attestation emails are sent, no licenses are removed, and no jobs are scheduled until you review the configuration and explicitly enable the job. License removals require approval and cannot be executed automatically without a recorded approval decision. All attestation and removal actions are logged with full audit records.
Customization options
- Inactivity threshold (7, 14, 30, 60, or 90 days)
- Attestation delivery channel (email, Teams, or both)
- Attestation deadline and reminder schedule
- License types to include or exclude (E3, E5, F-series)
- User groups or departments to scope the campaign
- Approval chain configuration
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