"Reclaim licenses that have not been used for 90 days" is the most common rule in software asset management. It is a good default, but not a universal one. A collaboration tool used daily should be flagged much sooner. An engineering tool used for a quarterly project might be wrongly reclaimed. The right threshold depends on how the product is used.
Why the threshold matters
The threshold is a trade-off between two mistakes. Set it too long, and you keep paying for licenses that are clearly not needed. Set it too short, and you reclaim from people who were about to use the product, creating tickets, frustration and re-purchases.
The sweet spot is where the restore line flattens. For a typical office suite that is around 90 days. For daily tools it comes much earlier.
Thresholds by product type
The logic is simple: the more frequently a product is used in normal work, the sooner a gap in activity signals that the license is no longer needed.
Measuring activity reliably
"Last used" can mean different things in different systems. Choose the most reliable signal for each product:
| Source | What it measures | Watch out for |
|---|---|---|
| Vendor admin console | Last sign-in or last activity in the app | Definitions vary by vendor |
| Identity provider (SSO) | Last authentication to the app | Long-lived sessions can hide activity |
| Device inventory | Last time installed software ran | Not available for every product |
| Vendor usage reports | Feature-level activity | Often limited to higher plans |
Use the same source and definition every cycle, so results are comparable and users trust the rule.
Plan for exceptions
Parental leave, sabbaticals and long-term sick leave. Pause reclamation, or reclaim and restore on return.
Finance at year-end, audit tools, event software, annual planning tools.
Accounts used by systems rather than people, which may need to stay licensed.
People who received a license but have not started using it yet. Give them a grace period.
Licenses you must keep under the contract, whether used or not.
Same rule, but confirm with an assistant or manager before reclaiming.
Turn the threshold into policy
Write the thresholds into your SAM policy, publish them, and apply them consistently. Users accept reclamation far more readily when they know the rule in advance. Our guide to license reclamation explains the full process, including notifications, and our SAM policy guide shows where the rule belongs.
A threshold policy is complete when it states
How MI One helps
Frequently asked questions
Is 90 days too long?
For daily-use tools, yes. For products used periodically, it can be too short. Set it per product.
What if a vendor does not provide last-activity data?
Use your identity provider's sign-in data, or ask the vendor for a usage export before renewal.
Should we reclaim from executives?
Apply the same rule to everyone, with the same notification. Consistency is what makes the policy credible.
Can we automate reclamation completely?
For low-risk products with group-based licensing, yes, after a notification step. For expensive or specialist products, keep a human review of the list.