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Introduction to Licenses & Cost Saving in Torii

Noga Tubi
Noga Tubi
  • Updated
See how Torii can help you find wasted licenses, monitor the licenses' status, find unused licenses, and save on SaaS costs


Once you start managing your SaaS, Torii can help you uncover cost-saving opportunities.

Find Wasted Licenses

For seat-based licenses, one of the easiest ways to save costs is to find wasted licenses. For each integrated application, Torii provides a detailed license breakdown. Torii can display inactive or unassigned licenses that, in most cases, can be reclaimed to reduce cost. The most common reasons for wasted licenses are:

  • License assigned to past employees
  • No usage
  • Suspended accounts
  • No access to the account

💡 Even if you are on a fixed annual contract, understanding your license utilization can help you decide on the right size for your contract upon renewal.

View Licenses

You can view the organization licenses from the following locations :

  • Straight from Torii's "Insights" page, you can view your organization's Underutilizes Licenses per application high-level view.
    This view enables you to consider actions like removing- downgrading licenses and saving costs.
    Hovering over the graphs will display the underutilized licenses breakdown.
  • From the specific application page (Applications >> Click the specific application)
    1. See the number of licenses.
    2. Under LICENSES BREAKDOWN, get an overview of the active and inactive licenses. Hover over the graph to get an additional breakdown.
  • From the Licenses page, view cost-saving opportunities
    1. In Licenses, find four tabs: Current, Recommendations, Trend, and Chargeback.Screenshot 2023-11-12 at 13.31.19.png
    2. In the Current tab, you have a comprehensive view of the app's license status. You can also filter the licenses and view them according to All Licenses and Paid Licenses
      Screenshot 2023-11-12 at 13.32.27.png
    3. For each application, you can very quickly see:
      1. Total licenses - The total of assigned licenses and unassigned licenses.  This number will include the unassigned license count if either the app API provides this data or the total licenses was entered manually.  Learn about how to manually enter total licenses in this article.
      2. License Breakdown
        • Active - Licenses that are assigned to users who have been actively engaged in the defined inactivity period.
        • Inactive - Licenses that are assigned to users who haven't engaged with the app in the defined inactivity period.  Click on the inactive number link to see the full list of inactive licenses and their inactivity reasons.  
        • Unassigned - Available licenses that are not yet assigned to users.  This number will be populated if the app API provides this data or the total licenses was entered manually.  
      3. In the Annual cost per license column, enter your license cost.  Learn more about entering license cost in this article.
      4. The License cost benchmark column shows you a comparison of the price you are paying per license to the prices similar companies pay using anonymized market data, read more about it in this article.
      5. Under the Total Cost column, see how much you spend on all active, inactive, and unassigned licenses.
      6. Savings - see how much money you can save on unused and unassigned licenses.Hover over the pie, and get a detailed view of your Active/Inactive licenses (while hovering on blue, grey, or orange)Screenshot 2023-11-12 at 13.57.18.png
    4. Hovering over an application will also discover the Expand button that will open all different license types and present the details per type.Screenshot 2023-11-12 at 13.58.47.png
    5. Recommendations tab

      Here you will find a collection of actionable recommendations that will help you optimize your license utilization and save on SaaS spending.
      Our recommendations are based on feature-level usage and are carefully curated to help you identify the most relevant cost savings opportunities.
      Read more about it in the Recommendation article. 
    6. Trend tab

      Note that you can see trends and notice if a specific license type is being abandoned over time
      Under the Trend tab, you can find the license activity over time graph. Use the filter to select the time range, app, license type, or license status.
    7. Chargeback tab

      Creating an IT chargeback can help you see exactly which parts of the organization drive the IT costs, visualizing which departments are responsible for the internal SaaS expenses.
      Working with chargebacks can help with budgeting, planning, and forecasting. Click here to read the full article.
Additional Information -  Reports 
Inactive users report

Note that the Inactive users' report will not always match the inactive licenses list. A user with multiple licenses for the same app might be active in one license and inactive in another.In the Inactive users' report, the inactivity will always be calculated at the app level.


Q: How is license inactivity calculated?

  • A: You can set up a license inactivity period in Settings.
    The default is 30 days, which means Torii will mark the license as inactive after it did not see any user activity during the last 30 days.
    Note that license inactivity is set at the org level and will be applied to all integrated apps.

Q: Where does the data about the license's last used date come from?

A: Torii looks at a user's last activity date in various sources.

  • Direct source - if an app is connected via direct integration, Torii might get the last activity day of a licensed user directly from the app.

  • SSO (indirect source) - if an app is behind SSO (Okta, Jumpcloud, OneLogin, Azure AD, or Google Workspace), Torii will get the last login day of a licensed user from the SSO provider. This information might be less accurate since SSOs only report about app logins.

  • The extension (indirect source)

Q: How does Torii know if a license is being used or not?

A: Torii will mark licenses as inactive in the following cases:

  • The user has left the org.

  • User access to an app was blocked.

  • The user has not used the app in the last X days, according to the N of days defined as an inactivity period.
    The inactivity reason is displayed in the Reason column in the Inactive licenses popup.

Q: What is the list of reasons for an inactive license? 

A: See the table below.

Reason for Inactive License   Triggers
  • No usage in last N days
  • No SSO logins in last N days
A user has not used an assigned license for an inactivity period defined in Settings or longer.  The message depends on the app usage source.
  • User left the org
A user was identified as someone who left the org, based on the source of truth defined in the Settings. For example, if the Source of truth is Hibob, users with terminated or garden leave statuses will be marked as past, and their licenses will appear inactive.
  • No access to account
A user was suspended at the app account and does not have access to the tool

Q: Will Torii consider licenses without the last used date inactive?

A: Torii will consider licenses without the last used date inactive in the following cases:

  1. The app provides the License's last used date (or User's last visit time) to Torii via direct integration, but Torii did not get this data for a particular license. “No usage in the last N days” will appear in the “Reason” column of the “Inactive Licenses” popup.
  2. The app provides Usage to Torii via a direct integration and Torii has gotten usage data from the integration for an interval longer than the Inactivity period defined in Settings > General. “No usage in the last N days” will appear in the “Reason” column of the “Inactive Licenses” popup.
  3. The app gets usage data from an SSO provider, and Torii has gotten usage data from the SSO provider for an interval longer than the Inactivity period defined in Settings > General. “No SSO logins in the last N days” will appear in the “Reason” column of the “Inactive Licenses” popup.mceclip11.pngPlease note that if the only source of usage data is the browser extension and the app does not support the License's last used date or User's last visit time, licenses without a last used date will be marked as active in Torii.mceclip12.png

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