Reduce license and AI spend
AI summary
Rencore Governance helps you reduce spending on Microsoft 365 and Copilot licenses by identifying unused seats and those on inactive, disabled, or external accounts. Add your license costs, turn on policy templates to find waste, and create automations to notify users about unused licenses. Data arrives with a delay, so use inactivity windows of more than a week for accurate results.
Spend less on Microsoft licenses and AI consumption. Rencore Governance shows which Microsoft 365 and Copilot licenses sit on inactive, disabled or external accounts, and which seats are unused.
Applies to
Who it is for: IT operations, finance and procurement, and the CopilotMicrosoft 365 CopilotMicrosoft 365 Copilot is the AI assistant in the Microsoft 365 apps. Rencore Governance covers it with the Copilot connector, part of the AI & Agents module.Read more program lead.
Steps
- Add what each license costs you. Update monthly license costs, and change the environment currency if needed. See also License cost and currencyLicense cost and currencyLicense cost and currency are the values Rencore Governance uses to show Microsoft 365 license costs in the inventory, reports and policies.Read more.
- Find the waste. Turn on the license policies below: create a policy from a template.
- Share the numbers. Create a report from a template and add it to a dashboard.
- Act on it. Create an automation from a template that tells the user or their manager about the unused license.
Step by step: Track Copilot Studio Agent Consumption.
Policy templates
- Microsoft 365 policies: Licenses assigned to inactive users, Licenses assigned to disabled users, Disabled user accounts with assigned licenses, Licenses assigned to external users, Unused Licenses, Licenses with unused seats, Over-licensed user Accounts.
- Copilot policies: Inactive Copilot Users - 30 Days, Copilot License Assigned to Disabled Account.
- Copilot Studio policies: PAYG Plan Limit Exceeded - 7 Days, Autonomous Copilot Agent Risk, Autonomous Copilot Agent with Scheduled Trigger.
Limits
- Copilot usage data from Microsoft arrives several days late. Use an inactivity window of more than a week, or active users show as idle.
- Copilot StudioCopilot StudioCopilot Studio is the Microsoft tool for building your own AI agents. Rencore Governance covers it with the Copilot Studio connector, part of the AI & Agents module.Read more cost per agent is not in Microsoft billing. Consumption is the closest measure.
- There is no review of license holdings.
Frequently asked questions
Which policy templates find Microsoft 365 licenses assigned to inactive or disabled users?
Which policy templates find Microsoft 365 licenses assigned to inactive or disabled users?Use the Microsoft 365 policy templates Licenses assigned to inactive users, Licenses assigned to disabled users, and Disabled user accounts with assigned licenses. Licenses assigned to external users, Unused Licenses, Licenses with unused seats, and Over-licensed user Accounts are also available.
Why do active Copilot users show as idle in Rencore Governance?
Why do active Copilot users show as idle in Rencore Governance?Copilot usage data from Microsoft arrives several days late, so a short inactivity window can mark active users as idle. Use an inactivity window of more than a week to avoid this.
Can I see the cost of each Copilot Studio agent in Rencore Governance?
Can I see the cost of each Copilot Studio agent in Rencore Governance?No. Copilot Studio cost per agent is not in Microsoft billing, so Rencore Governance cannot show it. Consumption is the closest measure, and you can track it by following the Track Copilot Studio Agent Consumption steps.
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