CloudEagle.ai Helped Rec Room Transform and Optimize License Management

"Managing software licenses was a complex and time-consuming task with no clear view of costs. Due to a lack of real-time usage insights, we were unaware that many licenses went unused. CloudEagle.ai has changed that by simplifying the process, providing complete transparency, and helping us better manage and optimize our licenses, resulting in increased SaaS savings."

- Devin Murphy, Senior Accounting Manager, Rec Room.

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20%

Reduction on SaaS spend

1830 hrs/yr

Saved in SaaS management

1180 hrs/yr

Saved in renewals

Challenge

Rec Room had trouble keeping track of licenses as their SaaS apps grew quickly, causing unused licenses and higher costs.
Manually managing licenses was hard, leading to possible overspending and security risks.

Solution

CloudEagle.ai brought all license information together in one place with real-time app usage insights.
Automated workflows improved compliance, streamlined license management, and ensured only authorized users retained access.

Result

Rec Room reduced SaaS costs by reclaiming unused licenses and optimizing subscriptions.
Automation saved IT valuable time and improved compliance, enabling smarter, data-driven software purchasing decisions.

Challenge

As our team expanded and SaaS usage increased, manually managing licenses became overwhelming. Tracking renewals and usage across departments through spreadsheets was slow, error-prone, and inefficient. We had little visibility into which apps were actually being used, making it difficult to optimize costs or plan renewals effectively.

SaaS sprawl quickly became a major issue with too many tools and limited insight. Without clear visibility, we couldn’t measure ROI and often overspent on licenses that added little value. As the team grew, the problem worsened and started impacting our bottom line.

Solution

CloudEagle.ai gave Rec Room real-time visibility into active and inactive licenses, helping prevent overspending and unused SaaS.
It automated provisioning and deprovisioning based on roles and departments, making license management simple and efficient.
Automated workflows reclaimed and reassigned unused licenses, cutting costs and aligning access with actual needs.
With automation in place, IT teams saved time on manual work, and all license management processes became audit-ready and fully compliant.

Why CloudEagle.ai?

Rec Room evaluated several solutions but chose CloudEagle.ai for the following reasons:

Provided real-time software usage visibility to cut SaaS costs.
Automated license reclamation to improve usage and save money.
Integrated with SSO and HR for secure, role-based access automation.
Delivered audit-ready reports that simplify compliance and reduce manual work.

Impact

“Savings started from day 1 as we had actionable insights from CloudEagle to optimize our SaaS spend.”

Streamlined License Management

CloudEagle.ai centralized all software licenses into one dashboard, eliminating manual tracking and spreadsheets.
This shift reduced human errors and saved time while improving coordination across teams with accurate, real-time data.
IT teams now have a single, unified view of all licenses, simplifying daily management.

Optimized Software Spend

CloudEagle.ai’s automated license reclamation helped Rec Room recover unused and underutilized licenses without manual intervention.
Reclaimed licenses were reassigned to new users, preventing unnecessary software purchases.
This process led to more efficient resource allocation and reduced overall software spending.

Informed App Purchasing Decisions During Renewals

Rec Room used real-time usage insights from CloudEagle.ai to evaluate app value during renewals.
The platform flagged underused apps, helping the team make smarter decisions and avoid wasting budget on low-impact software.
This data-driven approach allowed Rec Room to optimize its software investments, ensuring better financial control.