Understanding Licence Status in Viio

Viio brings data from your connected apps and discovery sources into one place, then analyses it to show whether each licence is active, idle, or holding hidden savings. This article explains how Viio decides the status of a licence and what the extra fields in the Licence table mean.

How Viio decides a licence’s status

Every licence Viio receives from a product’s API is checked against usage records from multiple discovery sources:

Discovery source	Examples	Why it matters
API data	Microsoft 365, Google Workspace, Slack	Direct assignment and last-used information, where supported
SSO logs	Okta, Entra ID sign-in reports	Data from log in activity
Browser Extension / Desktop Agent	Viio extensions and agents	Tracks real usage across web and desktop apps
External discovery	Microsoft Defender for Cloud Apps	Fills gaps for shadow IT

Viio ranks those sources in the same order (API → SSO → Extension/Agent → External). When more than one source has usage for the same licence, the highest-priority source wins.

Viio determines source correctness based on usage data for other licenses within the same Product and source. For example, if there is recent usage on Product A for any license coming from SSO logs, Viio determines that the data is correct and marks the license up for analysis appropriately.

Licence statuses

Status	What it means	Typical next step
In use	Recent activity (< 60 days) detected from a primary source (API or SSO).	Keep assigned.
Unused	No recent activity from a primary source in the past 60 days. Other sources may show activity, but Viio treats the licence as idle.	Consider a rightsizing survey or reclaim.
No data	The vendor API lists the licence, but no usage appears in any source.	Investigate whether the app is in use at all.
Unassigned	The vendor API reports spare licences not attached to any user. Viio flags these as unused and potential savings.	Reduce licence count or recycle.

Why 60 days?
Sixty days balances seasonal peaks (e.g. holidays) against the need to spot real waste quickly.

Extra fields in the Licence table

Field	What it shows	How Viio calculates it
Plan	The plan or SKU—for example Microsoft 365 E5 vs Power BI Pro.	Taken directly from the product API.
Cost (annualised)	Licence cost over 12 months.	Contract value ÷ licence count, prorated if the term ≠ 12 months.
Last used	Last confirmed activity date.	From the highest-priority source that has usage.
Primary source	The discovery source Viio trusts most for this licence.	API > SSO > Extension/Agent > External.
Paid / Free	Whether the licence carries a cost. Free or guest licences are hidden from the Licence view and appear only under Usage for context.	Based on vendor API flags and contract data.

Tips for cleaning up idle licences

Sort by Status then Last used. Focus first on unused licences that have been idle the longest.
Launch a Rightsizing survey straight from the Licence view to confirm whether users still need access.
Check “Unassigned” counts before your renewal date—they are the quickest win for savings.
Automate the next cycle: set up a reminder in Viio to run this review every quarter.