Use Case

License Governance

Identify unused licenses, verify user intent through attestation, and route removal or continuity workflows through approval, with cost recovery reporting and full evidence.

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Why it matters

SaaS licensing is an invisible cost center that grows faster than procurement notices.

Assigned licenses sit idle for months after role changes, project completions, and offboarding gaps. The seat is still paid for, still assigned, and nobody flags it because it requires cross-referencing license data with activity data with HR data, a task nobody does manually at scale. When organizations audit their SaaS spend, idle license reclamation is one of the highest-ROI governance actions available.

✓Idle licenses are a direct cost, typically $10–$40/seat/month per major SaaS platform
✓License count rarely decreases without an active reclamation process
✓Auditors treat unmanaged license assignments as evidence of access control gaps
✓Attestation workflows reduce the risk of removing licenses from users who still need them

How Nuxari helps

The governed approach

License Inventory

Nuxari connectors pull the full assigned license inventory from connected SaaS platforms, showing who has what, when they were last active, and whether the license is currently in use.

Usage Analysis

Compare license assignment against last-activity timestamps from the platform. Licenses idle beyond a configurable threshold are flagged for review.

User Attestation Workflow

Before reclaiming a license, Nuxari routes an attestation request to the user or their manager, confirming whether the license is still needed or can be safely removed.

Continuity and Removal Routing

If the user confirms they need the license, the attestation is recorded and the workflow closes. If not, a removal workflow is submitted for approval.

Scheduled Removal

Approved reclamation actions can be scheduled for a future date, giving the user a defined notice window before the license is removed.

Savings Reporting

On each reclamation cycle, Nuxari reports the number of licenses recovered and the estimated monthly cost reduction based on the per-seat price of each platform.

License Governance

Ask users if they still need an assigned license before removing it, and preserve the decision in the record.

License Governance

IT and operations team reviewing software license usage and assignments

Workflow

How the lifecycle runs

01
License inventory is collected from connected platforms
SaaS connectors pull current license assignments and last-activity metadata from Microsoft 365, Google Workspace, GitHub, Slack, and other connected platforms.
02
Idle licenses are identified
Licenses idle beyond the configured threshold (e.g., 60 days of no recorded activity) are flagged as candidates for review.
03
Attestation is sent to user or manager
Nuxari sends an attestation request: 'Do you still need this license? Respond by [date] or it will be scheduled for reclamation.'
04
User confirms or declines the license
If the user confirms they need the license, the attestation is recorded and the license remains. If they decline, or do not respond by the deadline, a removal workflow is created.
05
Removal is approved and scheduled
The removal workflow is submitted to an IT approver. Once approved, the license removal is scheduled for the defined date.
06
License is removed and reclamation is confirmed
On the scheduled date, the license assignment is removed. Nuxari re-queries the platform to confirm the change.
07
Savings report is updated
The reclamation is added to the savings summary: license type, monthly per-seat cost, and cumulative recovery across the current cycle.

Example scenario

Idle M365 E3 license reclamation cycle

A 60-day idle threshold scan identifies 41 M365 E3 licenses assigned to users with no recorded activity. Attestation is sent; 12 users confirm they still need the license. 29 are scheduled for removal.

Illustrative example. Not real customer data.

Demo · Illustrative only