License Management

License Management lets you record what you pay for each application and compare it with how many people actually use it. AppNavi combines your license data with usage from App Discovery to show over-licensed applications and how much you could save by reducing unused licenses.

This page covers what you need before you start, how to add and maintain license data, how to read the dashboard and table, worked analysis examples, and the actions you can take from the license view.

Related pages

• App Discovery: how applications and usage are discovered. License data builds on this.

• Discovery Reports: reports that include license cost and savings findings.

• Discovered Apps Overview: the full list of discovered applications.

OverView

The License feature is part of the Discovery module. It helps you:
• Store license information for each discovered application.
• Create and update license records in bulk with an Excel template, using the App ID as the unique reference.
• Reject invalid or incomplete records during import.
• See eligible users, over-licensed applications and potential savings at a glance.
Demo environments include sample license data so you can explore the dashboard before entering your own.

Opening the License dashboard

Open Discovery from the left navigation.
Select the Licenses tab.
The page shows summary cards at the top, two charts in the middle and the License Management table below.

Dashboard metrics

Summary cards

Card	What it shows
Saving Potential	The total amount you could save by removing excess licenses across all over-licensed applications.
Licensed Apps	The number of applications with at least one valid license record.
Over-Licensed Apps	The number of applications where purchased licenses exceed eligible users.

Summary cards at the top of the License dashboard.

Purpose

The License feature is designed to:
Manage license information for applications
Support bulk import through Excel upload
Update existing license data automatically
Prevent invalid or incomplete data creation
Provide visibility into license usage and optimization
Display insights such as Eligible Users, Over-Licensed Applications, and Potential Savings

Steps License Dashboard

Navigate to Discovery.
Open the License tab.
The License Dashboard will appear.

The dashboard displays license-related metrics and visual insights.

Potential savings chart

This bar chart ranks applications by their individual savings, largest first. Use it to see which few applications account for most of the Saving Potential.

Potential savings per application, largest first.

Saving Potential by Category chart

This pie chart groups savings by application category, such as Marketing, IT Services or Collaboration. Use it to see which business areas to review first. In Figure 1, Marketing (36.05%) and IT Services (26.11%) account for more than 60% of the total.

License Management Table

The License Management table displays application-level license data. Each row represents one application.

Below is a detailed explanation of each column.

Column	Description	Editable
App Name	The application name.	No
Application URL	The application URL.	No
Category	The application category, used for grouping and the category chart.	No
Savings	Automatically calculated when licenses exceed eligible users.	No
Eligible Users	The number of active or eligible users. Auto-calculated from usage data.	No
Licenses	The total number of purchased licenses.	Yes or updated via Excel import.
Price Per Seat	The cost of one license. Used for cost calculation.	Yes
Total Cost	The total license cost. Automatically calculated: License × Per Seat	No

How values are calculated

• Total Cost = Licenses × Price Per Seat
• Savings = max(Licenses − Eligible Users, 0) × Price Per Seat
• Over-licensed means Licenses is greater than Eligible Users.

The License Management table.

Edit a single application

Find the application using the search box.
Select the Licenses or Price Per Seat cell and enter the new value.
Confirm the change. Total Cost and Savings update for that row, and the dashboard reflects the change.

License Table – More Options Menu

The three-dot button is available on the License page to provide additional actions.

Action	What it does
Refresh	Reloads the table and updates the dashboard with the latest data.
Import	Uploads an Excel file to create or update license records in bulk.
Download	Downloads the current license data as an Excel file.
Template	Downloads the Excel template in the License table format. Use this template for imports.

The Actions menu with Refresh, Import, Download and Template.

Import license data in bulk

Open the three-dot menu above the table and select Template to download the Excel template.
Open the three-dot menu again and select Import, then choose your file and click on the import button
Review the result. Existing records are updated, new records are created, and rows with missing or invalid values are not imported.

The Import App Template dialog. Upload the CSV file
Select Refresh if the dashboard does not show the new values yet.
Tip: To update existing data, select Download first. This gives you the current data in Excel, which you can edit and import again.

Example analyses

Example 1: Calculate savings for one application

Zoom has 120 eligible users. You enter 200 licenses at €15 per seat.

Step	Calculation	Result
Excess licenses	200 − 120	80
Savings	80 × €15	€1,200
Total cost	200 × €15	€3,000

On the dashboard, Zoom is counted as an Over-Licensed App, €1,200 is added to Saving Potential, Zoom appears in the Potential savings chart if it ranks in the top entries, and its category share in the pie chart increases.