Automated Entra ID Unused Licence Reclaim
Every Monday, WebRun opens Microsoft Entra ID, reads licence assignments across your users, finds paid products held by disabled accounts, leavers and people who have not signed in for months, records each one in Google Sheets with the product and the user, and drafts a confirmation email to each manager for you to send.
How do I find unused paid licences in my directory?
WebRun reviews Microsoft Entra ID licence assignments every Monday and finds paid products held by leavers, disabled accounts and users who have not signed in for months. It lists each one in Google Sheets grouped by product, then drafts a confirmation email per manager for you to approve.
- The next renewal is sized to real usage, not last year's headcount
- Leaver and disabled accounts are separated from merely inactive ones
- Manager confirmations are written for you and never send unapproved
Built for IT admins · IT managers · finance and procurement · managed service providers · operations leads
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
entra.microsoft.comin a real browser with your saved login - no setup, no API keys. -
1
Microsoft Entra ID - review licence assignments
entra.microsoft.com
WebRun opens Microsoft Entra ID to review licence assignments. - Open Microsoft Entra ID and read the licence assignments across your users and groups
- Flag paid products assigned to accounts that are disabled, blocked from sign-in or marked as leavers
- Flag active accounts that hold a paid product but have not signed in for the period you set
- Note whether each assignment is direct or comes from group based licensing, since the fix differs
Done when Every questionable licence assignment has a user, a product and a reason attached.
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2
Google Sheets - list the reclaimable licences
google.com
WebRun opens Google Sheets to list the reclaimable licences. - Write one Google Sheets row per reclaimable licence with the user, the product, the reason and the assignment type
- Group the rows by product so the count per subscription is clear at a glance
- Carry over last week's rows and mark which were actioned, so progress is visible
- Sort disabled and leaver accounts above merely inactive ones, since those are the safe wins
Done when The sheet shows this week's reclaim list grouped by product with last week's outcomes marked.
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3
Gmail - draft the manager confirmation
gmail.com
WebRun opens Gmail to draft the manager confirmation. - Draft one Gmail message per manager listing their team members holding an unused paid licence
- Ask them to confirm the licence can be reassigned or dropped, and give the last sign-in date as evidence
- Leave every message in Drafts. WebRun never emails a manager on its own
- Skip managers already asked about the same user inside your chosen window
Done when A confirmation email is drafted for each manager and none has been sent.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it remove licences or disable accounts?
No. WebRun reads the directory and reports what looks reclaimable. Removing a licence, changing a group or disabling an account stays a human action inside Entra ID.
Does it email managers automatically?
No. Each confirmation is left as an unsent Gmail draft for you to review and send, so nobody is told their licence is going without an admin approving it.
How does it decide someone is inactive?
By the last sign-in recorded in Entra ID against the threshold you set, typically 60 or 90 days, and the date is included as evidence in every row and email.
Related templates
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