Monitor Usage

Overview

Use this guide to review app usage, identify idle seats, and decide whether access should be reclaimed.

Goal

Find underused applications and create a clear follow-up action for each unused or idle seat.

Before You Begin

• Sign in to Liceo.
• Make sure license and assignment data exists.
• Confirm the app has usage data from an integration or manual review.

Step 1 - Open usage data

1. 1
   Open Intelligence in the left sidebar.
2. 2
   Select Analytics or Low Utilization.
3. 3
   Review the list of apps and usage signals.

Step 2 - Find a low-utilization app

1. 1
   Filter by app, vendor, owner, department, or status.
2. 2
   Sort by utilization, idle seats, unused seats, or spend.
3. 3
   Select an app with low utilization.
4. 4
   Open the license detail page.

Step 3 - Review assigned users

1. 1
   Scroll to Assignments.
2. 2
   Review each assigned user.
3. 3
   Check assigned date and any activity information available.
4. 4
   Identify users who appear inactive or no longer need access.

Step 4 - Confirm before reclaiming access

1. 1
   Contact the app owner.
2. 2
   Share the inactive or idle user list.
3. 3
   Ask whether each user still needs access.
4. 4
   Mark users as keep, reclaim, downgrade, or review later.

Step 5 - Reclaim or adjust seats

1. 1
   Remove or downgrade access in the source system if appropriate.
2. 2
   Update the license record if seat count changes.
3. 3
   Wait for the next sync if access is managed by an integration.
4. 4
   Reopen the app record and confirm the updated assignment count.
5. 5
   Record the decision in notes if available.

Step 6 - Review trends regularly

1. 1
   Repeat the review monthly for high-cost apps.
2. 2
   Review apps before renewal windows.
3. 3
   Compare 30-day and 90-day usage where available.
4. 4
   Watch for duplicate tools used by separate teams.

Troubleshooting

Usage data is missing

Confirm the integration provides usage data for that app. Some apps only provide assignment data.

A user appears idle but still needs access

Confirm with the app owner before removing access. Some access is seasonal, backup, or compliance-related.

Utilization does not change after reclaiming seats

Wait for the next sync, then reopen the license record.