CloudEagle.ai Integration With Microsoft 365 For License Optimization

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With SaaS spend being the 3rd highest in an organization as per CloudEagle.ai’s SaaS spend report, optimizing your Microsoft 365 licenses can deliver significant cost savings.

CloudEagle.ai's integration with Microsoft 365 equips IT and procurement teams with features to streamline license management, right-size licenses with harvesting workflows, maximize usage across the organization, and boost ROI

Here’s how CloudEagle.ai’s integration with Microsoft 365 license optimization features can help you realize significant cost savings.

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TL;DR

• Right-Sizing Licenses: CloudEagle.ai provides insights into each user's actual Microsoft 365 usage, helping assign the correct license level (F3, E3, or E5) to avoid over-licensing and cut costs.
• Visibility and Control: Detailed visibility into license types and user activity supports data-driven decisions, optimizing license allocation and compliance with minimal waste.
• Smart Downgrade Suggestions: Identifies users with underutilized high-tier licenses, recommending cost-effective downgrades for better budget control.
• Automated License Adjustments: Automation continuously monitors and adjusts licenses based on user activity, dynamically scaling access as roles or usage patterns change.‍
• Efficient License Reclaiming: CloudEagle.ai’s license harvesting reclaims unused licenses for new users, minimizing SaaS spend and maximizing ROI across the organization.

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Identify Optimal Licenses for Each User

Determining the right Microsoft 365 license tier for each user, such as F3, E3, or E5, requires detailed insights into actual usage and specific job requirements.

Assigning an E5 license to a user who primarily needs only the basic features of Office 365 can result in overspending, while under-licensing can limit productivity if users lack access to essential tools.

With CloudEagle.ai, you can accurately assess each user's best license fit by analyzing their actual usage patterns, activity levels, and access needs.

By ensuring that each user has a license suited to their exact requirements, you avoid over-licensing and reduce waste, leading to significant cost savings over time.

Detailed License Type Visibility

With CloudEagle.ai, you gain precise visibility into each user's license type, helping your organization stay agile with its asset management.

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Through API integrations, CloudEagle.ai seamlessly pulls in accurate, feature-level data on assigned licenses, displaying each license type linked to specific users. Having this detailed license visibility is crucial for making data-driven decisions about renewals, upgrades, or reallocations.

It allows you to quickly identify underutilized licenses, prevent potential license shortages, and ensure employees have the right tools for their roles without overspending.

This level of control over license distribution also supports compliance efforts and reduces the risk of unassigned or wasted licenses, giving organizations greater financial transparency and operational efficiency.

Smart Downgrade Recommendations

By analyzing user activity and license utilization, CloudEagle.ai identifies employees who may not require high-tier licenses, offering suggestions to downgrade them to more cost-effective options.

For example, suppose a user with an E5 license in Microsoft 365 is not using advanced security features. In that case, CloudEagle.ai might recommend switching them to an E3 or F3 license, which covers essential needs without incurring unnecessary costs.

This intelligent, data-driven approach allows organizations to fine-tune their license allocations, ensuring that each user has exactly what they need—no more, no less.

Beyond cost savings, these recommendations help IT teams streamline the license management process, enabling proactive budget control and simplifying license renewals.

Activity-Based Filtering

CloudEagle.ai’s Activity-Based Filtering feature provides granular insight into user behavior, enabling you to manage licenses based on actual user engagement.

By monitoring indicators such as last login, SSO status, and app usage patterns, CloudEagle.ai helps you pinpoint users who may not fully utilize their licenses or may no longer need certain software access.

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For example, if a user has not logged into Microsoft 365 for a prolonged period or has minimal engagement with premium features, this data signals an opportunity for license reassessment.

Efficient Deprovisioning with License Harvesting and Reclaiming Unused Licenses

With CloudEagle.ai’s Microsoft 365 integration, you can efficiently remove inactive users and reclaim their licenses, a process known as license harvesting.

By identifying accounts that no longer require access, CloudEagle.ai enables you to reclaim these licenses and redistribute them to new users or reserve them for future needs, ensuring you’re only paying for what’s truly needed.

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This license reclamation process optimizes your spending by keeping your licensing pool active and in use and preventing the buildup of unused or underutilized licenses.

CloudEagle.ai not only automates the deprovisioning of these accounts but also gives you insights into which licenses can be repurposed. This approach ensures that every license is utilized to its fullest, reducing SaaS waste and aligning your software budget with actual usage.

Automated License Adjustments

CloudEagle.ai streamlines the license management process, reducing the manual workload on IT teams and minimizing errors arising from managing licenses manually.

By leveraging automation, CloudEagle.ai monitors each user’s activity and license requirements in real-time, dynamically adjusting licenses as needed.

As employee roles, projects, or usage patterns shift, CloudEagle.ai automatically upgrades or downgrades licenses to match these changes, ensuring that every user can access the right tools for their current responsibilities—without overspending.

Automated adjustments prevent costly delays that can occur when licenses are managed reactively. They ensure that underused licenses are promptly reassigned or downgraded while high-usage users have immediate access to the features they need.

Detailed App Usage Insights

With Microsoft 365's extensive suite of applications—spanning core tools like Excel and PowerPoint to specialized apps like Power BI Pro and Power Automate—understanding which tools are truly essential to your users is key to effective license management.

CloudEagle.ai’s provides feature-level visibility into how employees interact with these applications, revealing which tools are most frequently used, and which may be underutilized.

This in-depth understanding allows IT and procurement teams to pinpoint where premium features are necessary and where standard licenses might suffice, optimizing both cost and productivity.

For instance, if Power BI Pro is only actively used by a subset of employees, you can limit premium access to just those users. In contrast, others are reassigned to standard licenses that better align with their needs.

Similarly, understanding usage patterns in collaboration tools like Teams or Power Automate can highlight where additional training might drive adoption or where advanced features might be scaled back to reduce costs.

Conclusion

CloudEagle.ai’s integration with Microsoft 365 offers a dynamic approach to SaaS management and license optimization.

By combining advanced insights into app usage, smart downgrade recommendations, and automated license adjustments, CloudEagle.ai enables organizations to maximize the value of their Microsoft 365 investment.

You can simplify complex license management processes, giving your IT and procurement teams more time to focus on strategic priorities. As your organization grows and user needs evolve, CloudEagle.ai adapts seamlessly, maintaining an optimized balance of resources, cost control, and user satisfaction.

Ready to see the difference CloudEagle.ai can make? Book a demo today to experience Microsoft 365 license optimization in action!

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