License deployment tracking that finds shelfware before renewal

Why license utilisation matters

A customer who bought 200 seats and rolled out 60 is paying for shelfware. They may not say so, but at renewal the procurement team will notice, and the conversation turns from expansion to a discount. Low deployment is one of the earliest and most concrete signs that a renewal will be hard.

The fix is to see it early, while there is still time to run an adoption push. That needs two numbers per account and a view that does not mislead you when one of them is missing.

License deployment tracking is not the same as usage analytics. It does not measure how often people log in; it answers a simpler commercial question: of the seats this customer is paying for, how many have they actually handed out? If it is under half, the point where OneVio shows the figure in amber, the renewal is at risk of shrinking, and your CSM has a concrete, specific reason to call: training for the teams not yet onboarded, a rollout plan with the champion, or a frank talk about the right number of seats before procurement has it for you.

How OneVio tracks total vs deployed licenses

Every account has two fields on its Edit form: Total licenses, the number the customer bought, and Deployed licenses, the number in use. Deployment percentage is deployed ÷ total.

Deployed licenses is optional, and a blank means not recorded, which OneVio treats differently from zero deployed. An account with no deployed figure is never shown as 0% deployed. That one rule keeps the numbers honest when your data is incomplete, which in most CS teams it is.

The License deployment card

The dashboard’s License deployment card sums licenses across the accounts in view, your own book or the whole team:

• Total vs deployed across the book, with an overall deployment percentage.
• The totals and percentage use only accounts with both figures, so missing data never drags the number down.
• The card tells you how many accounts have a total but no deployed count yet, so you know there is data to chase.
• The five lowest-deployed accounts are listed by percentage, and any below 50% is highlighted in amber.

crm.onevio.in

Click an account in the list to open it, check its health score and renewal date, and decide whether it needs an adoption plan before the renewal playbook starts.

Importing license counts from CSV

You do not need to type license counts in one by one. The account CSV import reads a licenses column for the total and a deployedLicenses column for the deployed count. Spreadsheet-style headers work too: “Total licenses” and “Deployed licenses” are matched to the same fields. A blank deployed cell stays not recorded, and a number OneVio cannot read is left unchanged and reported, rather than imported as zero. CSV export writes both columns back out.

Who uses it

CSMs use the lowest-five list to choose where to run adoption work. CS managers watch overall deployment alongside health and renewals. Leaders get an early read on which renewals may come back smaller, which is exactly the contraction that shows up later in NRR and GRR.

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