How to manage Microsoft 365 user subscriptions

In this guide, we’ll show you how to set it up and start making smarter decisions with your M365 data.

Configure the integration in InvGate Asset Management

1. In InvGate Asset Management, go to Software > Create CI.
2. Select Microsoft 365 as the software.
3. Enter the following values:
   1. Tenant ID.
   2. Client ID.
   3. Client Secret.
   4. Optional: Add tags for organization.
4. Click Create and wait for the success notification.

What data does the integration show?

Once the integration is active, the Microsoft 365 profile in InvGate Asset Management will automatically display license and usage data. In the following steps, we’ll show you how to:

1. View total, assigned, and available subscriptions by plans.
2. See inactive users with low usage.
3. Check activity logs across your environment.

Find your Microsoft 365 software

Before exploring license and usage data, you'll first need to locate your Microsoft 365 software in InvGate Asset Management. These steps apply to all the sections we’ll cover next:

1. Go to Software > Cloud software.
2. Click on All subscriptions and Group by Name.
3. In the search bar, under Name, type Microsoft 365.
4. Click on the software you want to explore to view its insights.

Note: The Home tab gives you an overview of the same information we’ll explore in more detail later. It’s a summary of your Microsoft 365 data.

#1. View total, assigned, and available subscriptions by plans

Once you’ve opened the selected Microsoft 365 software profile, follow these steps to view the total number of subscriptions, how many are assigned, and how many are still available.

1. Go to the Plans tab.
2. In the search bar, type the specific plan name you want to explore – for example, Microsoft Power Automate Free.

Note: On the right, you’ll see three columns showing the total subscriptions, assigned subscriptions, and available ones.

3. Click on the number under Assigned to see the list of users currently using that plan.

Note: By default, the system displays users who have been active in the last 30 days. You can adjust the filter to expand or narrow the timeframe, or filter by active/inactive users.

#2. See inactive users with low usage

One of the most common (and useful) ways to detect potential license waste is by identifying inactive users (people who haven’t used their assigned Microsoft 365 tools in a while). Here's how to do it:

1. Go to the Users tab within the Microsoft 365 software profile.
2. Use the Plans filter to select the specific subscription you want to review.
3. Apply the Last activity filter to choose a timeframe: 7, 30, 90, or 180 days.
4. Use the Status filter to select Inactive users.

You’ll get a detailed list like the one shown in the image, where you can quickly spot accounts with little to no recent usage.

Note: As a final step, you can export the list to CSV or XLSX format to share with your team or document cleanup actions.

#3. Check activity logs across your environment

Let’s say you want to review all changes made to your Microsoft 365 subscriptions over the last month. Here’s how to do it:

1. Go to the Activity tab in the Microsoft 365 software profile.
2. Click on the date range selector at the top-left corner of the activity list.
3. Choose one of the predefined options like “Last 30 Days” – or select Custom Range to define specific start and end dates.
4. Review the filtered list of events, including:
   1. Who made the change (e.g., System or user name).
   2. What action was performed (e.g., Subscription added, Tag removed).
   3. When it happened.
   4. Severity level of the event (Low, Medium, High).

Note: This is especially useful for troubleshooting, validating updates, or keeping an audit trail of subscription management actions.