Analytics (currently in beta) lets you build your own dashboards — called boards — from your organization's license data. A board is a collection of cards: configurable charts where you choose the metrics, how they're grouped, how they're filtered, and how they're visualized. Arrange cards however you like, keep boards private or share them with your workspace, and export any chart's data to CSV.
You'll find Analytics in the sidebar under Optimize → Analytics.
Beta: Analytics currently works with your license data. A second dataset, Usage — signals showing how your tracked SaaS apps are actually used — is coming soon; you'll already see it previewed in the card editor.
Creating a board
Go to Analytics and click New board.
Choose a board template:
Blank — Start from scratch with an empty board.
Or choose a pre-defined template, which let's you quickly see commonly requested views of you data.
Click Continue, give the board a name, and choose its Visibility:
Only me — the board is private to you (default).
Everyone — everyone in your workspace can view it.
Click Create. You'll land directly on your new board.
Template boards are fully populated with your data right away, and they're just a starting point. Every card can be edited, rearranged, or deleted, and you can add your own cards too.
Adding and configuring cards
Click Add card on a board to create a new chart, or open the ⋮ menu on an existing card and choose Edit. The card editor lets you configure:
Card name — the title shown on the board.
Visualisation — how the data is drawn:
Bar chart: Supports multiple metrics, with optional Stacked and Horizontal display.
Area chart: Supports multiple metrics, drawn stacked.
Donut chart: Shows a single metric as proportions, with optional Show total in the center and an adjustable Ring size.
Dataset — currently boards supports all your Licenses data. (Usage is coming soon)
Metrics — pick one or more values to chart:
Total licenses, In use licenses, Unused licenses, No data licenses, Downgradeable licenses
Utilization %
Total annual cost, Potential saving, Potential saving %
Grouped by — the dimension along the axis: Reference (the app), Vendor, Plan, State, State reason, Country, Division, Cost center, Employee status, or Pricing model.
Sort by, Direction, and Limit — control the ordering and how many groups are shown (for example the top 10 apps by cost; the limit can be 1–50).
Display Options — toggle the legend and the visualisation-specific options described above.
Click Add card (or Save) and the chart renders immediately with your data.
Filtering: board filters and card filters
There are two levels of filtering, and they work together:
Board filters apply to every card on the board.
Click Filter at the top of the board to show the filter bar, with conditions for Vendor name, Sources, Last used, Countries, Divisions, and Cost centers. All cards update as soon as you set a condition, and the Filter button shows how many conditions are active, with a Clear action to reset them.
Card filters apply to a single card.
In the card editor, enable Use custom card filters to add conditions such as Plans, Status, Assigned User, Annual Cost, Potential, and Pricing Type on top of the board filters.
Note that Card filters are combined with the Board-level filters, so a card always respects both!
This makes it easy to build, say, a board filtered to one country, with one card further narrowed to unused licenses only.
Arranging your board
Boards are a flexible grid:
Move a card by dragging it — other cards flow around it automatically.
Resize a card by dragging the handle in its bottom-right corner.
Layout changes are saved automatically — there's no save button, and the board looks the same next time you (or anyone it's shared with) open it.
On smaller screens the board automatically collapses to a single column.
Sharing and ownership
Each board has an owner — the person who created it — and a visibility setting you can change at any time via the board's ⋮ → Edit:
Only me: only you can see the board.
Everyone: everyone in the workspace can open the board from the Analytics list, which shows each board's name, visibility, and owner.
Only the owner can make changes: adding, editing, or rearranging cards, changing board filters, renaming, changing visibility, or deleting. Everyone else sees a read-only view with the owner's filters applied — they can still open cards' menus to export data.
Exporting data
Every card's ⋮ menu offers two exports:
Export chart data — a CSV of exactly what the chart shows (one row per bar/slice, one column per metric).
Export licenses — a CSV of the underlying license rows behind the chart, including product, plan, assigned user, status, cost, and savings potential — honoring the card's active filters.
Use chart data for quick numbers, and the license export when you need the row-level detail for further analysis.
Duplicating and deleting
Duplicate a card from its ⋮ menu to use it as a starting point for a variation.
Delete cards from the same menu, and delete a whole board from the board's ⋮ menu or the Analytics list. Deleting a board cannot be undone.
FAQ
Why does the card editor show "Usage (Coming soon)"?
Usage analytics — signals showing how your tracked SaaS applications are used, by source, platform, and over time — is the next dataset we're adding to Analytics. It will appear as a second dataset choice in the card editor when it launches.
Can someone else edit a board I shared?
No. Shared boards are read-only for everyone except the owner. If a teammate wants a different view, they can duplicate the board to create their own version.
Do card filters change what my teammates see?
Yes — filters are part of the card, so viewers of a shared board see it with the those card filters applied.
Where does the data come from?
Analytics runs on the same license data you see under Manage → Licenses, so numbers always match the rest of Viio.
Is Analytics finished?
Analytics is in Beta. It's fully functional, and we're actively expanding it — feedback is very welcome via the Feedback button in the sidebar.