The Licenses section shows what you pay for across your software, who holds each license, and whether it's being used. This article explains how Viio organizes license data, where it comes from, and how to read the numbers.
Plans and licenses
Viio organizes license data on two levels:
Plans: something you pay for, such as Microsoft 365 E3 or Miro Business. A plan has a price, a number of licenses and a renewal date.
Licenses: a single seat in a plan, assigned to a person. For each license, Viio shows who holds it, when they last used the app, and its status.
Plans come from two places:
| Integrated plans | Manual plans |
Created by | An integration with the vendor, such as Microsoft 365, Slack or Figma | You, with Create plan on the Licenses page |
Kept up to date | Automatically. Fields from the integration are marked "From integration – not editable". | By you |
Individual licenses | One per assigned person, with status and last used date | None. The plan holds a total license count. |
License statuses | In Use, Unused, Downgradable, No Data | Not tracked |
Removing | Not possible; the plan follows the integration | From the plan's menu |
To add a plan that no integration reports, see Create manual license plans.
Plans and contracts. A plan can be linked to a contract, which holds the agreement's dates, notice period and value. The plan's Renewal date comes from the next contract to renew among those linked to the plan or covering its app or vendor. See Contracts.
Where to find your licenses
Licenses in the sidebar, under Manage, lists every plan in your workspace. There is one row per app or vendor, with totals for licenses, usage, cost and potential savings. You can filter the list, choose columns, export it to CSV, or create a plan.
The Licenses tab on an app, product family or vendor page shows two tables. Plans lists each plan's counts, cost and renewal. Licenses has one row per assigned license. Search for a person, filter by status or department, and export either table.
Plans column | What it shows |
Licenses | The number of licenses in the plan, and how many are assigned. When the number bought isn't known, Viio uses the number assigned. |
In Use, Unused, Downgradable, No Data | How the plan's licenses split by status (see below), as a count and a share of the total |
Unassigned | Licenses you pay for that aren't assigned to anyone |
Annual Unit Price | The price of one license per year. Tiered pricing shows an average. |
Annual Cost | What the plan costs per year |
Potential | How much you could save on the plan, as an amount and a Low, Med or High rating |
Renewal | The next renewal and cancel-by date from the plan's contracts |
Pricing Type | The plan's pricing model: Per License, Flat fee, Bulk, Stair Step, Volume or Free |
The Licenses table shows each license's plan, assigned user, status, annual cost, potential, last used date, sources, roles, departments and pricing type. Add Reason, Country, Division, Cost Center and User type with the columns button.
How Viio decides a license's status
Viio checks each license against usage from every source you've connected:
Source | Examples | What it adds |
API data | Microsoft 365, Google Workspace, Slack | Who holds each license and, where the vendor supports it, when they last used it |
SSO logs | Sign-in activity | |
Browser Extension, Desktop Agent | Actual use of web and desktop apps | |
External discovery | Microsoft Defender for Cloud Apps | Usage of apps you don't have an integration for |
Viio looks at the last 60 days. That window is long enough to cover quiet periods such as holidays, and short enough to spot waste quickly.
Status | Reasons shown in the app | What it means | Next step |
In Use | Used less than 60 days ago SSO login less than 60 days ago Excluded from analysis | The person used the app recently. Licenses held by people excluded from analysis always count as in use. | Keep |
Unused | No usage in the last 60 days No SSO logins in the last 60 days User is suspended/disabled | Nobody has used the license recently, or the person has left | Reclaim it, or confirm first with a survey |
Downgradable | For example "User hasn't used Power BI in >60 days" | The license is used, but a cheaper plan would cover what the person uses | |
No Data | No usage detected New employee | Viio knows the license exists, but no source shows usage for it | Check your usage sources |
If a plan shows N/A in the In Use column, Viio can't measure usage for it. See Usage data is not available.
Act on what you find
Check Unassigned before a renewal. These are licenses you pay for that nobody holds, so they're the quickest saving. The Renewal column shows when you need to decide.
Find idle licenses. On an app's Licenses tab, filter by the Unused status and sort by Last used.
Confirm before you reclaim. Send a Rightsizing survey to the people holding unused licenses. See Surveys.
Look across all your apps. Insights collects unused, unassigned and downgradable licenses, suspended or deleted users who still have licenses, and plans at risk of a true-up.
FAQ
Why don't manual plans show In Use or Unused?
A manual plan holds a total license count rather than individual licenses, so Viio can't tell who uses each one.
A license shows "No Data", but I'm sure people use the app. Why?
Check that the app's integration is connected and authorized, that your SSO integration covers the app, and that the Browser Extension or Desktop Agent is rolled out to the people using it. If usage still doesn't appear, contact Viio Support with the product name.
What does "Excluded from analysis" mean?
The person has been excluded from analysis in Organization. Their licenses count as In Use, so they never show up as potential savings.
Can I change which source has priority?
Not today. A fixed order avoids conflicting signals and keeps reports consistent.
Need help? Chat with Viio Support or email [email protected].