Pre - Setup Checklist:
Admin Access: You must have workspace-level admin rights (e.g., Google Workspace or Microsoft 365)
Discovery Goals: Define what you want to achieve - e.g., SaaS cost optimisation, security auditing, or license management
Stakeholders: Identify IT, finance, and team leads to coordinate rollout
Setting up Viio with your Workspace:
Step 1 - Create your Viio Account
Sign up using your work email
The first user signing up to a specific domain will automatically create the account or "workspace" in Viio. Any subsequent users with that domain will first need to be added as users in order to log in.
Step 2 - Connect your Employee Directory:
You will be asked to connect your employee directory
Choose your directory provider:
Google Workspace → Authenticate via OAuth
Microsoft 365 → Use Azure Active Directory/Entra ID sign in
Grant required permissions to enable SaaS discovery and reporting
Step 3 - Connect other Integrations:
Navigate to Settings → Integrations → In the search box, type either Microsoft or Google
If Google - Connect SSO Logs, Apps Usage & Employees & Organisation
If Microsoft - Connect, Microsoft 365 Licenses, SSO Logs, Defender for Cloud Apps & Intune Devices
Congratulations! You have successfully connected to Viio! Give it 24 hours and we should start to see some data.
P.S If you see “Under Investigation” it means the team has been notified of an error. If you see any other errors, please check as it may be an Account Level issue :)
Rolling out Discovery Methods:
Viio uses multiple methods to identify SaaS usage across your organisation. We recommend enabling all three for maximum coverage.
Desktop Agent (Recommended for Full Visibility for On- Premise Discovery)
Purpose: Tracks locally installed apps and SaaS usage on employee devices.
Deployment:
Download the Viio Desktop Agent from the Admin Portal.
Distribute via your MDM solution (e.g., Intune, Jamf) or manual install links.
Configure silent mode to avoid user friction.
Data Captured: Installed Apps, Usage Frequency, Login Patterns.
Browser Extension (Essential for Web App Discovery)
Purpose: Captures browser-based SaaS logins and extensions used.
Deployment Options:
Centralised Deployment: Via Chrome Enterprise / Edge Admin Console.
Self-Service: Share the install link with users.
Data Captured: Anonymised user ID (unique to each user), Timestamp of visit & SaaS application name.
(Important) Viio does not collect login credentials, cookies, browser history, or private web data.)
Native Integrations (Further Plans, License & Usage Data directly from Apps API)
Purpose: Pulls data directly from your workspace & apps.
Navigate to Settings → Integrations
Select the desired provider(s)
Follow the authorisation prompts and test the sync