The 'Overlapping Products' insight
In most organisations, you'll find a number of SaaS products that tend to overlap in terms of their use case, functionality and user base. This could be different project management tools, collaboration tools, whiteboarding apps or any number of other categories.
The "Overlapping products" card in the Insights section surfaces these types of overlapping apps, so you can compare them and decide on a way forward.
How it works
Viio analyses your organisation’s discovered apps and recent usage signals. We use an AI‑driven categorisation model to group products with similar feature sets into clusters of similar apps.
The Insight card shows all clusters of similar apps, where at least one user actively uses two or more products in that cluster. This helps you see real overlap based on actual usage.
Pro tip: To see the categorisation type and a short description, hover the ? icon.
Compare report: Drill into overlapping products
Clicking View next to an "overlapping products" insight will open up a Comparison Report for the apps in question.
The comparison shows:
App overview and data: A high-level summary of the different apps, states, owners, costs and more
User overlap: A visual overview of how many users overlap between the apps, helping you to determine if these apps are used by similar user cohorts, or by completely different sets of users.
Historical users by month: A timeline for the last year, per product.
Per‑product license breakdown: If the products are integrated with a direct integration to support license optimisation, we will detail the license breakdown for each product.
Detailed breakdown of users: A list of all the users in the cluster, along with information about which apps they actively use.
Other ways to compare apps
In addition to the above, it's also possible to trigger app comparisons in other ways:
From the Apps list: Select up to 5 apps, and choose "Compare Apps" from the Actions dropdown. This will open a comparison report for the selected apps.
From a specific App page: If you head into the overview page for an individual app, you'll find a new "Similar apps" card. Click the "Compare" button next to any similar app to open a comparison report.
Tips for licence optimisation
Start with clusters that have the highest overlapping user count.
Compare adoption trends before removing a tool to avoid disrupting active teams.
Use clusters to align on a sanctioned product and migrate overlapping users.
Reclaim or downgrade licences where usage is low or duplicated.
FAQ
Why don’t I see a cluster I expect?
Viio only creates a cluster when at least one user uses two or more products in that group. If overlap is low, a cluster may not appear.
How often does the data update?
The comparison view shows usage by month for the last year. Check the usage source in the view for context on signals.