USE CASE​

Manage and Optimize Office 365 Licenses​

Simplify Licensing, Reduce Costs, and Avoid Outages

Failing to optimize license usage is a preventable waste of resources. The variability of Microsoft 365 licensing (formerly Office 365) requires administrators to understand and configure a massive number of checkboxes to assign the correct licenses and access. Licenses are not being optimized, leading to over-licensed, or under-licensed users.

Key Capabilities

Streamline Office 365 license management. From automated license assignment to in-depth reports, Cayosoft Administrator delivers visibility and control into your Microsoft Office 365 licenses.

Optimize License Spending ​

Receive actionable insights on unused licenses, opportunities for cost savings, and alerts on low license counts. Automated usage analysis determines the optimal and lowest-cost license needed for each user. 

Go beyond suggestions and see if a license can be optimized

Under-used and unassigned licenses represent wasted budget that could be used in other ways to improve services to users. Third-party solutions that suggest changes based on generic user activity from Microsoft simply don’t provide enough detail to determine if the change can be made. Cayosoft’s exclusive License Advisor not only identifies users’ licenses that should be optimized, it shows you if the license can be changed.

Cost savings and optimization by seeing who is not assigned the correct license

The price difference between the list price of an E5/G5 license and a mailbox license is can be up to $372 per user per year. Without the ability to accurately judge usage, you could face significant costs in terms of over-licensing and lost productivity.  Cayosoft’s License Usage Analytics, License Cost Minimization Rules, and Billing Reporting delivers the visibility and control that will allow any organization to get the most from their Microsoft Office 365 license investment.

Automate License Assignments

Assign and reclaim licenses automatically. Add and adjust licenses following user attributes or groups without human involvement. Reclaim unused licenses from inactive or disabled users to return them to your pool. 

Rules to automatically and dynamically assign the correct license every time

Cayosoft’s automatic Office 365 license rules are easily configured to target only the users that require a specific type of license. Licensing rules can be scheduled to run at a predetermined time and will inspect and correct any licenses or options that are not aligned with the settings on the rule.

Audit changes with before and after values

Audit Office 365 license changes for each use, including before and after license values, so that troubleshooting Office 365 license problems is simple and efficient.

Divvy up tenant licenses with quota pools

Enterprise service owners find sharing a single tenant’s licenses can be a challenge, as one department or business unit may consume more than their share of licenses. License Quotas allow you to efficiently divide-up a single tenant’s licenses by Department, OU, or other administrative boundary.

Delegate License Management

Limit available license options among delegated admins to ensure easy, accurate assignment.  Allocate available quotas to each department for effective line-of-business reporting. 

Granular delegation over Office 365 license administrators and help desk

Control which licenses advanced administrators can see and assign down to the individual License Option.

Simplify licensing for day-to-day admins with custom views and license option defaults

Simplify and hide the mess for day-to-day administrators or help desk.  Use Cayosoft to provide only the subset of license options you want them to see, helping to avoid mistakes and reducing the information needed to perform accurate license assignments.

Check out these relevant resources.

Case Study

Mednax Improves Enterprise Hybrid Microsoft 365 Security and Admin Efficiency

Learn how Mednax uses Cayosoft as a single place for hybrid Microsoft IT administration, including  M365 license management. 

“If a user needs an upgrade, say they are moving from web only to web plus desktop, the service desk can do it, and they don’t have to manually go into AD or the Office 365 Admin Console.”

Blog

6 Tips to Optimize and Reduce Microsoft 365 Licensing Costs

To optimize investment in Office 365, administrators and IT teams must be able to identify and enact policies that will boost worker productivity and simultaneously reduce subscription costs, ultimately making Office 365 more cost competitive.  

Webinar

5 Common Frustrations with M365 License Management (and how to avoid them)

We take a closer look at common reasons why managing Microsoft 365 licenses can be be challenging, and explore ways to minimize frustration, reduce costs and improve efficiency.   

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