We found subscriptions still billing for people who left months ago. What process do you use to catch those seats, whether it's a checklist, automation, or regular billing reviews?
How do you keep software seats from getting missed when someone leaves?
Asked by
c.640~synckey
Answers
Start with an offboarding ticket triggered when HR notifies IT that someone is leaving. Give it a checklist of the services and licenses assigned to that person, with someone responsible for completing each task.
Keep a record of who has which licenses so the checklist isn't just based on memory. Check both the account access and the subscription billing. Removing access does not necessarily reduce the number of seats you're paying for.
Reply to this answer
For a smaller organization, monthly invoice reconciliation can catch a lot without buying another tool. Compare billed seat counts with current assignments, then check renewals for subscriptions that no longer make sense.
Get accounting involved too. Software bought on company cards can be easy for IT to miss if nobody keeps a record of it.
Reply to this answer
Automate the repeatable stuff where it makes sense. An HR status change can trigger account and permission removal, and group-based licensing can help remove assignments consistently. A report that flags mismatches between user records and license assignments gives you a second check.
I'd still keep manual tasks for products with awkward admin portals or exceptions. Automation doesn't have to cover every subscription to be useful.
_p58+teasieve.2:
Make sure there's a way to see failed or unfinished tasks too. An automated workflow is only helpful if someone catches the exceptions.
Reply to this answer
Don't treat every license as an immediate delete. Some services may need a short handover period for data backup, mailbox access, or an out-of-office message. Put a dated follow-up in the ticket so a temporary exception doesn't turn into another forgotten seat.
Reply to this answer
Leavers aren't the only source of waste. Check usage of expensive software by current employees too, especially licenses assigned for a project that has ended. An asset or license management system can help track assignments and support regular reviews if the number of products gets hard to manage.
Reply to this answer
Add your answer
Answers are reviewed before publication.
c.640~synckey:
The billing step is probably what we were missing. We had pieces of an offboarding process, but not a complete checklist.