Set Up Microsoft 365 License Data

Before you can review Microsoft 365 seat usage, costs, and potential savings in ControlUp for Apps, you must add license data to the Default Microsoft 365 app group.

You can add Microsoft 365 license data in either of the following ways:

• API Connection (recommended): Gets license data directly from Microsoft 365. This provides the most complete view, including plans, paid and assigned seats, service activity, costs, and suggestions based on available usage data.
• Manual: Enter the total paid seats and cost per seat yourself. This provides basic license cost tracking but does not include plan, employee, or service activity data.

Prerequisites

Before you add Microsoft 365 license data, make sure you have:

• Completed the required ControlUp for Apps onboarding.
• The Update App Group License permission. For details, see Permissions Reference.

Connect License Data With API

With an API connection, ControlUp for Apps gets license and activity data directly from Microsoft 365. You set up the connection as a Microsoft 365 Admin Reporting integration in Workflows, the ControlUp product used to automate processes across systems.

To create the integration, you need the Configure new integration connections permission. For details, see Permissions Reference.

If a Microsoft 365 Admin Reporting integration is already available for your organization, skip to Select the Microsoft 365 Integration in License Settings.

Create a Microsoft 365 Integration in Workflows

If a Microsoft 365 Admin Reporting integration is not already available, create one in Workflows:

1. Go to Workflows > Integrations.
2. Click Add new integration.
3. Select Microsoft 365 Admin Reporting.
4. Enter an Integration name.
5. Enter the Tenant ID, Client ID, and Client Secret for the Microsoft Entra application.
6. Under Permissions, select who can use the integration.
7. Expand Required API Scopes to review the Microsoft Graph application permissions required for the connection. Make sure the Microsoft Entra application has these permissions:
   • Reports.Read.All
   • User.Read.All
   • Directory.Read.All
8. Optionally, click Test integration to check the connection.
9. Click Add Integration.

After the integration is created, select it in License Settings in ControlUp for Apps.

For details about creating and managing integrations, see Workflow Integrations.

Select the Microsoft 365 Integration in License Settings

Once the Microsoft 365 Admin Reporting integration is available in Workflows, connect it to the Default Microsoft 365 app group:

1. Go to Applications > Details.
2. Select the Default Microsoft 365 app group.
3. Select the Licenses tab.
4. Click License Settings.
5. Select the API Connection tab.
6. From the Integration dropdown, select the integration configured in Workflows.
7. Enter the Application owner and Application owner email.
8. Click Save.

After the connection is saved, the app group displays API connected, and Microsoft 365 license data becomes available in the Licenses tab.

Change or Remove the Microsoft 365 Integration

The Default Microsoft 365 app group can connect to one Microsoft 365 integration at a time. To use a different integration, first disconnect the current one:

1. Go to Applications > Details.
2. Select the Default Microsoft 365 app group.
3. Select the Licenses tab.
4. Click License Settings.
5. Click Remove licensing.
   To connect another integration, select the API Connection tab, select the replacement integration, enter the required application owner details, and click Save.

Add License Data Manually

To track Microsoft 365 license costs without connecting to Microsoft 365, enter the license data manually:

1. Go to Applications > Details.
2. Select the Default Microsoft 365 app group.
3. Select the Licenses tab.
4. Click License Settings.
5. Select the Manual tab.
6. Enter the Number of purchased licenses.
7. Enter the Cost per license.
8. Enter the required Application owner and Application owner email.
9. Click Save.

Manual setup provides basic license cost tracking. It does not include plan assignments, employee or service activity data, or cost optimization suggestions.

Review License Usage and Costs

After you add license data, see Microsoft 365 License Usage and Costs to learn what information is available for your setup method and how to review it.