--- title: "Software License Management" canonical: https://harmony.io/platform/application-management/software-license-management --- # Software License Management Seats, license tiers and per-user usage for every application, with agents that flag unused licenses and expiring contracts before they cost you. ## Software license management from real usage See seats used against seats bought, who signed in and when, and which licenses are about to expire, for every application your company pays for. ## What is software license management? Software license management is tracking how many licenses you own, who holds each one and whether they still use it, so you buy what you need and reclaim what you don't. A spreadsheet goes stale the week after it is built, while the sign-in data that answers the question already sits in your identity provider. Harmony reads usage from Okta, Microsoft Entra ID and Google Workspace and from direct app integrations, and puts it next to each license: license type, status (Active, Expired, Suspended or Cancelled), seats used against seats bought, cost, billing cycle, PO number and renewal date. Each application page shows its annual cost beside its ghost users and inactive users, and a users table with every person's last sign-in, license tier and a 90-day usage trend. For AI tools it adds token activity and an estimated cost per user, covered on [AI spend and token tracking](https://harmony.io/platform/ai-governance/ai-spend-management). ## Know who uses every license - **Seats against usage:** Seats used out of seats bought on every license, next to the people who actually sign in. - **Per-user detail:** Last sign-in, license tier (paid or free) and a 90-day usage trend for every user of every application. - **Ghost and inactive users:** Counted on each application page alongside its annual cost and the days until its next renewal. - **Unused application monitoring:** An agent checks the identity provider for apps nobody signed into within a set number of days, or with fewer active users than you expect, and opens a ticket. - **License expiration monitoring:** Runs daily, weekly or monthly and opens a ticket with a CSV of every license that expires within your threshold, such as 30 days. - **Usage by department:** Active and inactive users of each application, broken down by department or job title. - **Time-limited access:** Grant access for 1 hour or for 30, 60 or 90 days and let it revoke itself, so a temporary need does not become a permanent seat. ## How license management works **Trigger:** A license nears renewal, a seat goes unused, or a new hire asks for an app. 1. **Sync usage** - Sign-ins come from the identity provider and from direct integrations such as Microsoft 365, Zoom, Salesforce and GitHub. 2. **Match seats to people** - Each license shows seats used against seats bought, and each user shows a last sign-in, a license tier and a usage trend. 3. **Flag waste** - Agents open tickets for applications nobody uses and licenses about to expire, with the details attached. 4. **Decide and reclaim** - The application owner confirms which seats to remove, and time-limited access returns seats on its own. **Outcome:** Licenses bought for the people who use them, and reclaimed from the people who stopped. ## Exodigo asked for its unused licenses Exodigo moved 500 employees off Jira Service Management and onto Harmony. Application access requests, its top ticket type, run through an agent with per-application approval policies and provisioning through Entra groups. When the team asked the assistant for a list of unused licenses, the helpdesk lead called it "a real game changer." > With Harmony we live in a world of agents, not in the old world of "send me a report." > > - Oren Ben Ibghei, Head of IT, Exodigo ## Agents that find the seats you're wasting - [Unused Application Discovery](https://harmony.io/agents/unused-application-discovery) - [License Expiration Discovery](https://harmony.io/agents/license-expiration-discovery) - [Application Access Request](https://harmony.io/agents/application-access-request) - [Inactive Employees](https://harmony.io/agents/inactive-employees) - [Software Compliance Report](https://harmony.io/agents/software-compliance-report) ## Usage from identity and the apps themselves - **Identity: **[Okta](https://harmony.io/integrations/okta), [Microsoft Entra ID](https://harmony.io/integrations/microsoft-entra-id), [Google Workspace](https://harmony.io/integrations/google-workspace) - **Applications: **[Microsoft 365](https://harmony.io/integrations/microsoft-365), [Zoom](https://harmony.io/integrations/zoom), [Salesforce](https://harmony.io/integrations/salesforce), [Figma](https://harmony.io/integrations/figma), [Adobe](https://harmony.io/integrations/adobe), [GitHub](https://harmony.io/integrations/github), [Slack](https://harmony.io/integrations/slack) ## FAQ ### What is software license management? Tracking how many software licenses you own, who holds each one and whether they still use it, so you can buy only what you need and reclaim the rest before renewal. ### How does Harmony know whether a license is used? From sign-in data in Okta, Microsoft Entra ID or Google Workspace and from direct application integrations. Each user's last sign-in, license tier and 90-day usage trend are on the application page. ### Does Harmony remove unused licenses automatically? Harmony flags them. The unused application agent and the license expiration agent open a ticket with the details, and the application owner decides which seats to reclaim. ### Can Harmony warn us before a license expires? Yes. License expiration monitoring runs daily, weekly or monthly and opens a ticket listing every license that expires within the threshold you set, such as 30 days, with a CSV attached. ### Can access be granted for a limited time? Yes. An application access request can grant access for 1 hour or for 30, 60 or 90 days, and Harmony revokes it when the period ends. ### Does it cover AI tools? Yes. For tools such as Claude, the users table adds token activity and an estimated cost per user. See [AI spend and token tracking](https://harmony.io/platform/ai-governance/ai-spend-management).