--- title: "Use cases" slug: "use-cases-in-tenant-manager" updated: 2026-10-30T08:46:07Z published: 2026-10-30T08:46:07Z canonical: "docs.turbo360.com/use-cases-in-tenant-manager" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.turbo360.com/llms.txt > Use this file to discover all available pages before exploring further. # Use cases ## Overview Tenant Manager supports the everyday jobs of managing Microsoft 365 licenses, from reclaiming unused licenses to sharing spend reports with finance. This article describes the most common use cases across teams and roles. ### Business value - Go straight to the feature that does the job instead of exploring every area of the module - Start small and add more use cases over time, because they build on each other - Choose the level of control you need: review changes as tasks, or use an automation for routine cases you trust ## How it works Tenant Manager reads license, user, and Microsoft Entra ID group data from your connected Microsoft 365 tenants and turns it into recommendations, alerts, and reports. The use cases below each map to a core area of the module and combine freely. Most teams start with license reclamation. ## Use cases Tenant Manager is used across five primary use cases. Each one names the teams it suits, the problem it solves, and the key scenarios it covers. ### 1. License reclamation ![tenant-manager-use-case-1-license-reclamation.png](https://cdn.document360.io/a21734f9-5f67-4835-bb81-a488f8191fa8/Images/Documentation/tenant-manager-use-case-1-license-reclamation.png) **Who it's for:** Microsoft 365 administrators, IT managers A Microsoft 365 administrator suspects that paid licenses sit with accounts nobody uses. Checking users, Microsoft Entra ID groups, and subscriptions one by one takes too long to do regularly. Tenant Manager finds licenses held by accounts that no longer need them and lists each one as a recommendation. You review each recommendation and add it to tasks, or switch on an automation for the simplest cases. You end up paying only for licenses that people need. Key scenarios: - **Disabled accounts:** add recommendations for disabled accounts to tasks and approve them, or switch on the automation that removes their licenses - **Inactive users:** review users inactive for longer than your Inactive line and add them to tasks - **Microsoft Entra ID group licenses:** remove group-based licenses by removing unused members, or by removing or swapping the license on the group - **Right-sized subscriptions:** reduce overbought licenses by the unused seats and review swap recommendations for a cheaper license ### 2. Multi-tenant management ![tenant-manager-use-case-2-multi-tenant-management.png](https://cdn.document360.io/a21734f9-5f67-4835-bb81-a488f8191fa8/Images/Documentation/tenant-manager-use-case-2-multi-tenant-management.png) **Who it's for:** Central IT teams, managed service providers, IT managers A central IT team or a managed service provider looks after several Microsoft 365 tenants. Opening each tenant to compare licenses and findings is slow, and no one sees the whole picture. Tenant Manager lets you put related tenants in a tenant group, such as the tenants of one region or one customer. Tenant group overview reads the saved figures of each tenant, so the page adds up the position of the whole tenant group without opening every tenant. Key scenarios: - **Combined totals:** read tenants, paid seats, idle seats, and the monthly cost of idle seats for a whole tenant group, including its nested tenant groups - **Findings across tenants:** read one list of findings, worst first, each with its tenant and an urgency of Now, Soon, or Review - **Side-by-side comparison:** see which tenant wastes the most in a chart that ranks tenants by idle paid seats and a table of figures for each tenant - **Access that follows your role:** list only the tenants your role can see, so each team reads its own scope ### 3. Renewal and expiry awareness ![tenant-manager-use-case-3-renewal-and-expiry-awareness.png](https://cdn.document360.io/a21734f9-5f67-4835-bb81-a488f8191fa8/Images/Documentation/tenant-manager-use-case-3-renewal-and-expiry-awareness.png) **Who it's for:** Microsoft 365 administrators, renewal approvers An administrator wants to know before a license or a client secret runs out, not after. A missed license renewal leaves seats assigned on an expired subscription, and an expired client secret stops Tenant Manager from reading the tenant. Tenant Manager warns you early through alerts and through findings on the tenant overview. Key scenarios: - **License expiry alert:** get an alert 30 days before a license renews or expires, by default, and for a purchase that has already lapsed, checked once a day - **Client secret expiry alert:** get an alert 30 days before a tenant's client secret expires, by default, so you can create a new secret before Tenant Manager loses access - **Renewal findings:** read upcoming renewals on the tenant overview, marked Soon under 30 days away and Review from 30 to 90 days, with seats on expired subscriptions marked Now - **Secret findings:** see an expiring client secret as Soon and an expired one as Now - **Who is told:** send each alert through an escalation policy to email recipients or notification channels, since an alert stays off until you set at least one ### 4. Controlled change and audit ![tenant-manager-use-case-4-controlled-change-and-audit.png](https://cdn.document360.io/a21734f9-5f67-4835-bb81-a488f8191fa8/Images/Documentation/tenant-manager-use-case-4-controlled-change-and-audit.png) **Who it's for:** License approvers, Microsoft 365 administrators, compliance teams In some teams the person who finds a saving is not the person who makes the change, and every change must be traceable. Tenant Manager turns each requested change into a task that waits for an approver. Nothing changes in Microsoft 365 until someone with the right permission approves it. Key scenarios: - **Approve or decline:** let an approver with the **Approve license tasks** permission approve a task to make the change right away, or decline it to make no change, with a record of who asked, who decided, when, and why - **Hand off to your IT team:** send tasks by email or a notification channel, then mark each task as done once your IT team makes the change in the Microsoft 365 admin center - **Run a script yourself:** generate a PowerShell script for the tasks you choose, review it, and run it as someone allowed to make the changes - **Review who changed what:** read license, user, and group changes from the Microsoft Entra ID audit log, including who made each one, when, whether it succeeded, and the values before and after ### 5. Regular reporting ![tenant-manager-use-case-5-regular-reporting.png](https://cdn.document360.io/a21734f9-5f67-4835-bb81-a488f8191fa8/Images/Documentation/tenant-manager-use-case-5-regular-reporting.png) **Who it's for:** Managers, finance teams, license removal approvers, renewal approvers A manager or finance lead wants the license numbers each week or month without signing in to Turbo360. Tenant Manager creates three reports on a schedule and delivers them by email or to notification channels, so people see the picture without opening the module. Each report is written for one audience. Key scenarios: - **User report:** give license removal approvers every licensed user with account status, last activity, licenses, and monthly cost - **License report:** give renewal approvers every purchased license with seats purchased, assigned, available, and idle, plus utilization and monthly cost - **Cost report:** give finance teams the monthly cost and the unused spend for the tenant - **Schedule and delivery:** run each report weekly or monthly, or on demand with **Generate now**, as a PDF or Excel file, and review recent runs in **Generation history** ## Related articles - [What is Tenant Manager?](https://docs.turbo360.com/docs/what-is-tenant-manager) - [Benefits](https://docs.turbo360.com/docs/benefits-in-tenant-manager) - [Architecture](https://docs.turbo360.com/docs/architecture-in-tenant-manager) - [Tenant Manager quick start](https://docs.turbo360.com/docs/tenant-manager-quick-start) - [Recommendations and savings](https://docs.turbo360.com/docs/recommendations-and-savings) - [Optimization overview](https://docs.turbo360.com/docs/optimization-overview-in-tenant-manager) - [License removal automation](https://docs.turbo360.com/docs/license-removal-automation-in-tenant-manager) - [Tenant group overview](https://docs.turbo360.com/docs/group-overview-in-tenant-manager) - [Tenant overview](https://docs.turbo360.com/docs/tenant-overview-in-tenant-manager) - [Alerts and incident escalation](https://docs.turbo360.com/docs/alerts-and-incident-escalation) - [Alert types and thresholds](https://docs.turbo360.com/docs/alert-types-and-thresholds-in-tenant-manager) - [License tasks](https://docs.turbo360.com/docs/license-tasks-in-tenant-manager) - [Change tracking](https://docs.turbo360.com/docs/change-tracking-in-tenant-manager) - [Reports in Tenant Manager](https://docs.turbo360.com/docs/reports-in-tenant-manager)