License Genie features ​

License Genie runs end-to-end license optimization on a configurable schedule. This page explains the core features that power the optimization workflow and the extended features available in your deployment.

Core features ​

Core features power the end-to-end optimization workflow, from scheduling through execution and reporting, as shown in the following diagram.

License Genie optimization workflow

Scheduler ​

License Genie runs on a fully configurable schedule. You can define cadences independently per connected app, so each app runs at a different frequency. For example, an Okta-managed Salesforce deployment runs on the first Monday of every month while Okta-managed Zoom runs every Tuesday.

Discovery of underutilized licenses ​

License Genie identifies underutilized licenses using API data from connected applications. You can configure inactivity thresholds on a per app basis. For Salesforce, Gong, and Zoom, License Genie also analyzes app-level usage activity to identify downgrade opportunities, identifying users who may be on a higher license tier than their usage warrants. You can add support for additional apps through an API integration.

Multi-tier approval process ​

License Genie routes identified users through a configurable multi-tier approval workflow before a license is reclaimed. The approval flow supports user, manager, and admin tiers, which you can configure independently:

• User approval: If enabled, the user receives a notification. Approval triggers optimization directly. A rejection escalates to the manager, if configured.
• Manager approval: If enabled and the user rejects, the request escalates to the manager. A rejection ends optimization for that user and the license isn't reclaimed. If the manager approval times out, the request escalates to the admin, if configured.
• Admin approval: If user or manager approval isn't configured, the request defaults to the app admin.

License Genie applies the default action configured in the Approval.TimedOutDefaultAction project property if all three tiers are disabled.

Approvers can handle all pending escalated requests in a single interaction rather than one at a time. License Genie maintains a full audit trail of all approval actions.

Optimization of identified licenses ​

License Genie executes optimization through the connected application's API after an approval is granted. License Genie also downgrades licenses for configured apps based on usage activity. Admins receive a notification to complete the action when an app uses manual processing. License Genie maintains a full audit trail of all optimization actions. You can extend License Genie to support additional apps through API integration.

License optimization exclusion list ​

You can maintain an exclusion list to prevent specific users from being flagged during optimization. Exclusion lists are scoped per app and are checked before any user enters the approval workflow.

Reporting ​

License Genie provides an insights dashboard with key optimization statistics. It tracks licenses optimized, cost savings, and trends over time. It also shows approval activity, including pending, approved, and rejected counts. App admins can use the dashboard to monitor optimization health across all connected applications.

Extended features ​

Extended features add optional capabilities to the core optimization workflow.

Contract data extraction ​

License Genie can extract license counts, SKUs, pricing, and contract dates from uploaded contract PDFs. Extracted data is used directly for cost and license analysis.

Manual upload of usage data ​

You can upload usage data manually through CSV for applications without a direct API integration. The uploaded data triggers the same discovery, approval, and optimization workflow as API-connected apps. This ensures consistent coverage across all applications in your license portfolio.