Rec Room faced significant challenges with managing software licenses across its growing portfolio of SaaS applications. Like many scaling companies, they faced difficulty tracking usage across tools, ensuring optimal license allocation, and maintaining compliance. Manual processes couldn’t keep up with their pace of growth, making it harder to avoid overspend and manage access securely.
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.
Challenge
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Solution
CloudEagle.ai centralized Rec Room’s license management by providing real-time insights into usage, automating license reclamation. CloudEagle.ai streamlined the process of managing licenses, optimizing redundant licenses to reduce costs. With enhanced user access visibility and automated workflows, Rec Room was able to improve compliance and ensure that only authorized users had access to critical apps.
Result
With CloudEagle.ai, Rec Room reduced unnecessary license costs by reclaiming unused licenses and optimizing subscriptions. Compliance was strengthened as the platform ensured proper access controls, reducing the risk of security breaches. The automation of repetitive tasks saved the IT team valuable time, while data-driven insights allowed the company to make smarter decisions on software purchases, optimizing both costs and performance.
Key Highlights:
- CloudEagle.ai gave Rec Room real-time license visibility in one dashboard, eliminating manual tracking and reducing errors.
- The platform reclaimed unused licenses automatically, cutting waste and maximizing budget efficiency.
- Real-time insights empowered Rec Room to optimize renewals and reduce spend on underused apps.
Challenge
As our team grew and our SaaS stack expanded, managing app licenses manually became a significant challenge. With an increasing number of SaaS applications spread across different departments, tracking licenses and renewals became a time-consuming and error-prone task.
The IT team relied on spreadsheets and manual processes, but this gradually became overwhelming and inefficient as our teams were scaling rapidly. We struggled to keep track of who had access to which app, and without a centralized system, we were left exposed to the risks of overspending and non-compliance.
It became increasingly difficult to align license usage with actual needs. Without clear insights into app adoption and value, we couldn’t always ensure we were making the most of our software investments. It became evident that we needed a more scalable and data-driven approach to license management.
Solution
"CloudEagle.ai completely transformed how we manage software licenses. What was once a time-consuming and complex task is now automated and easy to handle. The centralized dashboard offers real-time visibility, allowing us to track everything in one place and make smarter, more cost-effective decisions."
- Devin Murphy, Senior Accounting Manager, Rec Room.
Identifying Unused Licenses
Before CloudEagle.ai, Rec Room lacked visibility into how software was being used across the organization. Licenses were often purchased in bulk without tracking individual usage, which led to overspending. With CloudEagle.ai’s real-time analytics and usage tracking, the team gained a clear picture of active versus inactive licenses. They could now identify underutilized tools and unused licenses, helping them avoid unnecessary renewals and eliminate wasteful spending.
Harvesting Unused Licenses Using Workflows
Once unused licenses were identified, CloudEagle.ai’s automated license reclamation workflows made it easy to take action. Instead of letting licenses sit idle, Rec Room set up workflows to automatically reclaim these licenses and add them back to a shared pool. This allowed the IT team to reassign licenses to new employees or teams without buying more. It not only optimized SaaS spend but also ensured that software access matched actual business needs, without manual tracking or guesswork.
Automated Access Management
Managing software licenses manually across multiple apps was time-consuming and error-prone. CloudEagle.ai solved this with a centralized dashboard that offered a single source of truth for all software assets. The platform automates access provisioning and deprovisioning based on user roles, department changes, or exits. IT no longer had to chase down users or manually update spreadsheets—everything was automated and audit-ready.
Impact
Streamlined License Management
Rec Room eliminated manual license tracking with CloudEagle.ai, replacing spreadsheets. The centralized dashboard gave their IT team a single, unified view of all software licenses, simplifying day-to-day management. This shift reduced human errors, saved time, and improved cross-team coordination by ensuring everyone had access to accurate, real-time data.
Optimized Software Spend
Rec Room recovered unused and underutilized licenses without manual intervention using CloudEagle.ai’s automated license reclamation feature. These reclaimed licenses were reassigned to new users as needed, helping the team avoid unnecessary purchases. The result was more efficient resource allocation and a noticeable reduction in software spend.
Informed App Purchasing Decisions During Renewals
Armed with real-time usage insights, Rec Room could see which apps were delivering value and which weren’t. This visibility enabled smarter decisions during contract renewals, underused apps were flagged, and budgets were redirected toward high-impact software. By eliminating guesswork, Rec Room made more strategic, data-driven software investments.
