You pay for more users than you need

Count purchased seats and active users

Check the vendor’s administration page or your own access register. Enter purchased and active seats with the review date. Decide what “active” means for this review: a recent login alone may not capture an occasional but essential user. Make the basis of the count clear in your notes.

Ask who still needs access

Review apparent spare seats with the person who owns the plan. Account for temporary leave, shared work, planned hires and specialist users before assuming access can be removed. HeadsUp records the observation; access changes happen in the vendor’s own administration tools.

• Check the plan owner’s view of the usage
• Identify accounts that need a separate access review
• Keep necessary occasional users in the discussion

Price the option using the vendor’s offer

A plan with four spare seats may have a minimum commitment or tiered pricing. Enter a proposed reduced cost only after choosing a reasonable amount to review. Use a saved plan to compare that scenario with the current entered cost. The difference is a modelled amount, not confirmed savings.

Record the decision and check the next cycle

If the vendor agrees to a smaller plan, record the confirmed charge and date. Recheck purchased seats after the change takes effect. If the team keeps the current plan, save the reason so the next reviewer knows why apparently unused capacity was retained.