Tutorial: License Tracker

What you’ll build

• Input fields for cost-per-license per major SaaS app
• A total-spend calculation based on active users in your data
• A table of users inactive for 30+ days, with licenses they hold
• A potential-savings calculation if those licenses are reclaimed
• A downloadable CSV of inactive users to send to procurement

Prerequisites

• Dimension access (Analyst or Super Admin role)
• A workspace you can build in
• One of the following data sources connected:
  • Identity / SSO — Entra ID, Okta, Google Workspace
  • Optional: HR system — for ground-truth termination dates

Step 1 — Start a blank canvas

Step 2 — Generate the structure

Create a license cost analysis tool with three sections:

1. Top: input fields for "License cost per user" for Microsoft 365,
   Adobe Creative Cloud, Salesforce, and Slack.
2. Middle: a metric card showing total spend based on active users
   in our identity data.
3. Bottom: a table of users who haven't logged in for 30 days,
   showing their license assignments.

Step 3 — Make the savings calculation explicit

Add a fourth section at the bottom:

A large "Potential Savings" card that calculates:
(count of inactive users) × (average cost per license)
and displays the result in green with a per-month and per-year breakdown.

Step 4 — Filterability

Add filters at the top of the inactive-users table:
- A department dropdown (multi-select)
- A "Last seen older than" toggle: 30 days / 60 days / 90 days
- A search box for user name or email

Step 5 — Export

Add a "Download CSV" button above the inactive-users table.
The CSV should include: user name, email, department, last seen,
licenses held, total cost. Filename: inactive-licenses-YYYY-MM-DD.csv.

Step 6 — Polish

Use our brand colors:
- Primary: #16A34A
- Background: white
- Inactive user rows: light red tint to highlight reclaimable cost

Round all costs to whole pounds.

Add a header that says "SaaS License Optimisation" with our logo
on the left.

Step 7 — Auto-refresh & PDF

Auto-refresh the data every hour.

Add a "Generate Report" button at the top right that exports
the current view as a PDF — A4 landscape.

Step 8 — (Optional) Notify managers

1. First, create an Email Action named Notify Manager with inputs manager_email, inactive_users (the recipients must be tenant users).
2. Then in Studio:

Add a "Notify Manager" button on each department row.
When clicked, invoke the Notify Manager Email Action with
the department manager's email and the list of inactive
users in their team.

Step 9 — Publish

• Becomes visible to everyone with access to the workspace
• Auto-creates a Shortcut (e.g. https://<tenant>/app/license-tracker)
• Fires a Publish app notification

What you’ve built

Customisation ideas

• Multi-currency — “Add a currency dropdown (£/$/€) that applies to all costs”
• Renewal calendar — “Add a Renewals tab listing each SaaS with renewal date and projected cost”
• Cost trend — “Add a 90-day line chart of total spend”
• Inactive thresholds per app — “For Salesforce specifically, treat inactive as 90 days, not 30”
• Auto-ticket — “On each inactive user, add an Open Ticket button that creates a Jira issue via our Jira Webhook Action”

See also