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Slash Your Salesforce Costs in 5 Minutes: The Easy User License Audit

Feeling the pinch of your Salesforce budget? You're not alone. Many businesses unknowingly waste thousands on unused or underutilized user licenses. But what if there was a simple, 5-minute audit you could do to identify significant cost savings?


And when I say cost savings... I mean Real... Actual... Savings... by identifying and removing Users that do not need to be in the system, or have never logged into the system, we have seen it result in $1,000 to $40,000 per month in License Savings...


There in. In fact, this is one of the most common areas for optimization we uncover during our Salesforce assessments. Let's dive into how to find and remove unnecessary user licenses and reclaim your budget:


Step 1: Unearthing Inactive Users

Several methods can help you identify users who aren't actively using Salesforce:

  • Reports: Create a report filtering users by "Last Login Date" for periods like "Last 90 Days" or "Never Logged In." This instantly highlights potential candidates for removal.

  • Optimizer: Utilize the Salesforce Optimizer tool, a powerful resource that identifies low-usage users based on login activity, record access, and other factors.

  • Manual Review: For a more granular view, navigate to "Users" in Setup and manually review login activity for each user.


Step 2: Prioritizing Your Targets

Focus your efforts on users most likely to be unnecessary:

  • Never Logged In: These users haven't even accessed Salesforce, making them prime targets for removal.

  • Last Login Over 60 or 90 Days: Analyze their roles and responsibilities. Do they still require access for current tasks?

  • Limited or Inactive Records: Look for users assigned to minimal or outdated records, indicating potential redundancy.


Step 3: Verify Before Deactivating

Don't rush into deactivation! It's crucial to:

  • Review Each User's Role and Records: Understand their purpose and assigned data to avoid impacting others.

  • Consider Alternatives: Explore options like reassigning licenses or granting temporary access instead of full removal.

  • Communicate: Inform the user's manager and colleagues about potential deactivation and their access needs.


Step 4: Deactivate & Save!

Once you've verified users no longer require access, confidently deactivate them. Coordinate with your team and Salesforce administrator to ensure a smooth transition and license count reduction.

Remember:

  • Document Your Process: Keep track of deactivated users and the rationale for their removal.

  • Repeat Regularly: Schedule periodic audits to catch new inactive users and maintain cost-efficiency.

  • Consider a Partner: For comprehensive audits and optimization strategies, consult a Salesforce expert.


By implementing this simple audit, you can unlock significant cost savings and ensure your Salesforce is optimized for maximum value. Remember, every dollar saved is a dollar invested in your business growth...


Need help finding REAL cost savings?  Book a Free Call here.


By: Jon Ewoniuk


Book a Free Call here.


Jon is the Founder | Consultant at Peak360 IT. Peak360 IT helps companies solve technical, resource, and implementation challenges on the Salesforce platform. Founded in 2014, Peak360 IT is a Salesforce SI Partner that specializes in Sales Cloud, Service Cloud, Experience Cloud - and implementing custom applications and automations on the Salesforce Platform.

 

With our backgrounds in Software Development, Technology, and Consulting - Peak360 IT has a reputation for developing custom integrations using various technologies, such as MuleSoft, Google Apigee, and other SOA/API frameworks.

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