Audit Provisioned Seats Against Active Users — Free
Seats get provisioned in a hurry and vacated in silence. Compare the seats each team holds against the users who actually sign in, and flag the teams whose idle share passes the tolerance.
The proof surface
Idle-seat cost tools price what unused licences burn per month. This does the count audit that feeds them — provisioned seats versus active users per team — so the cost model runs on a real reconciliation instead of a licence dashboard’s self-report.
Why the flat version breaks
Counting email accounts as activity
Licences sit behind shared logins and never-touched accounts; use the vendor’s activity definition.
Reclaiming seats during leave or secondment
The tolerance exists so normal movement is not punished.
Treating the audit as a procurement verdict
Seat counts inform the renewal conversation; they do not price the vendor’s value.
How to work the seat audit matrix
One row per team or cost centre, with the seats the vendor’s admin panel says are assigned.
Sign-ins inside the vendor’s own activity window — thirty or ninety days depending on the product. A seat with no login is idle regardless of who it is assigned to.
The share of seats you accept as between-people — onboarding, leave, rotation. Fifteen percent is tidy; zero percent invites churn during hiring.
The matrix flags teams past tolerance and totals the idle seats. A thirty-seat sales team with twenty-two actives is eight idle seats at twenty-six percent — reclamation there beats auditing a team at exactly tolerance.
What the seat audit matrix replaces
| Question | Before | Visible working |
|---|---|---|
| Counting email accounts as activity | Licences sit behind shared logins and never-touched accounts; use the vendor’s activity definition. | Count genuinely active users |
| Reclaiming seats during leave or secondment | The tolerance exists so normal movement is not punished. | Set the idle tolerance |
| Treating the audit as a procurement verdict | Seat counts inform the renewal conversation; they do not price the vendor’s value. | Reclaim the worst team first |
A local arithmetic aid replaces hand calculation, not expert review. No paid AI service is needed.
Run it on the samples, right here
FIRST-LOAD
Input is processed locally and a draft is saved automatically in this browser profile when storage is available. Reset to sample clears that draft; Pro history has its own clear button. A state link encodes your inputs in its URL: share only non-sensitive rows. Browser history, clipboard and anyone receiving the link may retain it. Optional AI use below leaves this device; it is not required.
Reconciliation arithmetic on the counts and window you supply. Not software-asset-management certification, procurement or employment advice; follow your organisation’s joiners-and-leavers process and the vendor’s licence terms before removing anyone’s access.
Data note: Everything runs in this browser tab on the seat audit matrix: your team | seats provisioned | active users stays on this device, nothing is uploaded, and the reading is rebuilt only when you press run.
Go deeper: the companion app files the same reading as a scored comparison matrix
The article demo above runs without limits. The companion app keeps a local history, exports the rows as CSV, prints the seat audit matrix reading, and holds your drafts on this device — one free run, then $ 4 one-time for the layer that keeps filing.
The seat audit matrix reading is complete for free. The optional $4 layer adds print, row CSV and the last five local reading summaries; it does not add hidden answers. Checkout is not configured yet; the article demo remains unlimited.
Open the audit provisioned seats against active users companionBoundary
Reconciliation arithmetic on the counts and window you supply. Not software-asset-management certification, procurement or employment advice; follow your organisation’s joiners-and-leavers process and the vendor’s licence terms before removing anyone’s access.
What this is built on
- Method: The share of seats you accept as between-people — onboarding, leave, rotation. Fifteen percent is tidy; zero percent invites churn during hiring.
- All sample records are invented examples. The app does not fetch measurements, policies, files or personal records.
- Google’s official pricing page, fetched 2026-09-29, lists free-tier access including AI Studio. Optional formatting only; limits and availability can change. Free-tier content may be used to improve products. Never paste private records there.
Before: Licences sit behind shared logins and never-touched accounts; use the vendor’s activity definition. After: the seat audit matrix shows the working beside each named row so the reader can change the assumption and inspect the consequence.
Optional AI formatting, not calculation
For this seat audit matrix, use the free AI Studio interface only if available to you, with no paid API key. Manual entry completes the same workflow for free. Supply only fictional or non-sensitive notes. Review its output against the source; never paste unresolved questions into the numeric rows.
Format my non-sensitive notes for a seat audit matrix. Return plain rows only: team | seats provisioned | active users. Preserve supplied quantities exactly. Do not guess missing values; list questions separately. Do not calculate or add advice. I will check every row before pasting into the local tool.
Accepted schema: team | seats provisioned | active users. No AI response is executed as code.