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 relevant App Group Licenses permissions to view, add, update, or remove license data. For details, see Permissions Reference.

Connect License Data With API

An API connection gets license and activity data directly from Microsoft 365. To connect, use a Microsoft 365 Admin Reporting integration. You can select an existing integration or add a new one in License Settings. You can also create and manage these integrations from Workflows > Integrations.

To select, add, edit, or test integrations, you need the relevant Workflows permissions. For details, see Permissions Reference.

Before you add an integration, make sure the Microsoft Entra application has these Microsoft Graph application permissions:

• Reports.Read.All
• User.Read.All
• Directory.Read.All

For more information about creating and managing integrations in Workflows, see Workflow Integrations.

Select or Add a Microsoft 365 Integration

1. Go to Applications > Details.
2. Select the Default Microsoft 365 app group.
3. Click License Settings.
4. Select the API Connection tab.
5. Do one of the following:
   • Select an existing integration from the Integration dropdown.
   • Click Add Integration to create a new integration.
6. If you add a new integration:
   1. Enter an Integration name.
   2. Enter the Tenant ID, Client ID, and Client Secret for the Microsoft Entra application.
   3. Click Test connection to make sure the connection works.
   4. Click Save.
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.

Manage the Microsoft 365 Integration

Open License Settings and select API Connection to manage the integration connected to the Default Microsoft 365 app group.

You can:

• Change the integration: Select another available integration from the Integration dropdown.
• Test the connection: Click Test connection to check that the saved integration can connect to Microsoft 365.
• Edit the integration: Update the integration name, tenant ID, client ID, or client secret. Leave Client Secret blank to keep the current secret.
• Add an integration: Click Add Integration to create another Microsoft 365 Admin Reporting integration.
• Remove licensing: Disconnect the integration from the app group.

Integrations created or edited in ControlUp for Apps are also available with the same changes in Workflows.

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. Click License Settings.
4. Select the Manual tab.
5. Enter the Number of purchased licenses.
6. Enter the Cost per license.
7. Enter the required Application owner and Application owner email.
8. 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.