View License Report
In License report, if you want to view the subscription information, you can click the Subscriptions tab where all subscriptions of the selected tenants and user container/container groups are listed. You can view the licenses used by inactive users and the assigned licenses of each subscription. If the license unit cost has been set, you can view the total cost of the assigned licenses.
There are three built-in views in the Subscriptions tab for you to view your subscriptions, including:
- **All licenses view** – Subscriptions with all license modes will be listed.
- **Purchased** **licenses** **view** – Only subscriptions with the purchased license mode will be listed.
- **Free licenses view** – Only subscriptions with the free license mode will be listed.
If you want to view the user detailed information of the selected tenants and user container groups, you can click the Users tab where you can view the users by usernames, user container group to which they belong, license assigned to users, the tenants to which users belong, tenant domain, users’ license cost, users’ PSTN cost, and user last active time, etc.
To view and manage group license assignments in your tenants, click the Groups tab to display groups in your tenants with their membership and license details.
If the license unit cost has been set, you can view the assigned license cost of users for the current month. For instructions on how to set license unit cost, you can refer to set License Unit Cost and License Budget.
You can perform the following actions:
- View inactive users of a subscription – In the **Subscriptions** tab, click the number in the **Inactive** **users** column of a subscription to go to the inactive users page. On the details page, you can:
- View the inactive users and their activity information.
- Manage user licenses – Select the user and click **Manage licenses** on the ribbon. For more details on user license management, refer to [Manage User Licenses](#missing-link).
- Export the inactive users – Click **Export now**, an ad-hoc report export job will be started and available to be downloaded in [Job Monitor](#missing-link).
- View assigned licenses of a subscription – In the **Subscriptions** tab, click the number in the **Assigned licenses** column of a subscription to go to the assigned licenses page. On the details page, you can:
- View the user with the license assigned. Check user statuses and activity information.
- Manage user licenses – Select the user and click **Manage licenses** on the ribbon. For more details on user license management, refer to [Manage User Licenses](#missing-link).
- Export the user list – Click **Export now**, an ad-hoc report export job will be started and available to be downloaded in [Job Monitor](#missing-link).
- View the user active time in Microsoft 365 apps by using one of the following methods:
- Select a user and click **View active time** on the ribbon.
- Hover the mouse over a user, click the more actions () button, and then select **View active time**.
**Note** **the following**:
- To retrieve the last active time, please make sure you have a Microsoft Entra ID P1 or P2 license.
- If the user does not have activities on the supported services, or the user does not have corresponding licenses, or the user licenses do not include the supported services, the **View active time** button is disabled.
- From September 2021, user-level information contained in Microsoft 365 reports in the Admin center is pseudonymized by default. To enable Cense to retrieve user sign-in time, you need to deselect **Display concealed user, group, and site names in all** **report** in **Microsoft 365 admin center** > **Settings** > **Org settings** > **Reports**.
AvePoint Cense supports viewing the user active time of the following Microsoft 365 apps:
- Teams
- Viva Engage
- SharePoint
- Exchange
- OneDrive
- Skype for Business
- Power BI
- Dynamics
- Project Online
You can view whether the last activity date is on the Desktop app or on the online service.
**Note** **the following**:
- Due to API limitations, we currently support viewing the active time of Power BI and Dynamics services for users with specific licenses. To view the supported licenses, refer to [Appendix B - Supported Licenses for Viewing Power BI Activities](#missing-link) and [Appendix C - Supported Licenses for Viewing Dynamics Activities](#missing-link).
- Due to API limitations, the user activity time on Dynamics services is currently not available to be retrieved.
- In the **Suggestion** column in the License report or on the **View active time** page, you will be recommended to downgrade the user’s subscription according to the following criteria:
- If the user with a Microsoft 365 E3, Microsoft 365 E5, Microsoft 365 Enterprise F3, or Office 365 F3 subscription does not have any used Exchange storage, we recommend downgrading the user’s subscription to Microsoft 365 Enterprise F1.
- If the user with an Office 365 E3, Office 365 E5, Microsoft 365 E3, or Microsoft 365 E5 subscription uses less than 2 GB of Exchange storage, we recommend downgrading the user’s subscription to Office 365 F3 or Microsoft 365 F3.
- If the user with an Office 365 E3, Office 365 E5, Microsoft 365 E3, or Microsoft 365 E5 uses an Exchange storage between 2 GB and 50 GB, we recommend downgrading the user’s subscription to Office 365 E1.
> ***Note**: To view the downgrade suggestions in the View active time page, you are required to deselect the **Display concealed user, group, and site names in all report** setting on the **Reports** panel on the **Microsoft 365 admin center > Settings > Org settings** page.
To downgrade the user subscription, complete the following steps:
1. Click **Downgrade** on the View active time page. The Downgrade page appears.
2. Select the subscription you want to downgrade to.
3. Click **Downgrade** to downgrade the license, or click **Cancel** to cancel without saving any changes.
- Manage views for the license report.
1. Click the choose column () button to select your desired columns in the license report.
2. Click the select view button, and you can choose the following options:
- **Save** – Save your changes to the current view. Both the selected columns and filters will be saved to the view.
- **Save as a public view** – Save the view as a new public view that can be seen by anyone.
- **Set as my default view** – Set the current view as the default view.
- **Delete** – Delete the current view.
- Use the filters () to find your desired content in the license report.
- Search for a specific user by username.
- You can assign, change, or unassign user/group licenses if you have the **Change and unassign licenses**/**Manage group licenses** permissions. For details, refer to [Manage Subscriptions and User Licenses](#missing-link).
- You can export license reports by following the instructions in [Export License Report](#missing-link).
