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Domo Reclaimed Unused Salesforce Licenses and Deprovisioned Inactive Users

"As our Salesforce footprint expanded, understanding actual license usage became important. CloudEagle.ai showed us that 38% of licenses had no activity, helping us reclaim 760 seats, reallocate them efficiently, and save $1.5M annually. That visibility turned license management into a continuous optimization."

- Daren Thayne, Chief Technology Officer, EVP of Product, Domo

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38%
Salesforce licenses found unused
760
licenses reclaimed and reallocated
$1.5M
saved annually on Salesforce spend

38%

Salesforce licenses found unused

760

licenses reclaimed and reallocated

$1.5M

saved annually on Salesforce spend
Problems
Challenge
  • Salesforce licenses had been distributed across sales, operations, and customer success teams with no ongoing view of who was actively using them.
  • Employees who had changed roles, moved to different teams, or left the company kept their Salesforce access long after they stopped needing it.
  • New license requests were fulfilled with new purchases rather than from licenses already sitting unused across the organization.

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Solutions
Solution
  • CloudEagle.ai pulled live Salesforce usage data, showing login activity, feature usage, and last active date per user across the full license estate.
  • License Management & Harvesting automatically identified inactive users and unused licenses, flagging them for reallocation before any new seats were purchased.
  • Joiner-Mover-Leaver automation connected Salesforce license management to HRIS data, so licenses were removed automatically when employees changed roles or left the company.

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Profit
Result
  • User-level activity visibility revealed that 38% of Salesforce licenses had seen no activity in 60 days across the organization.
  • 760 unused licenses were reclaimed and reassigned to employees who needed access, avoiding unnecessary new license purchases.
  • Reallocating idle licenses and removing inactive accounts reduced annual Salesforce spend by $1.5M while improving overall license utilization.

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Challenge

Domo ran Salesforce at enterprise scale across sales, operations, and customer success teams. As the organization grew, licenses were assigned broadly, but visibility into who still actively needed CRM access did not keep pace with that expansion.

Licenses remained assigned to employees who changed roles, moved teams, or left the organization entirely. Because utilization reviews relied on manual exports and spreadsheet analysis, unused seats stayed hidden while new access requests often led to fresh license purchases.

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Solution
  • Spend Intelligence surfaced live Salesforce usage, showing login frequency, last activity, and feature engagement for every licensed user.
  • License Management & Harvesting automatically identified users with no activity in 60 days for reclamation review.
  • Joiner-Mover-Leaver automation removed licenses automatically when employees changed roles, moved teams, or exited the company.
  • Automated Access Requests checked reclaimed licenses first before routing any new Salesforce purchase request forward.
  • User Access Reviews continuously surfaced inactive accounts throughout the year instead of during periodic manual audits.

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Why CloudEagle.ai?

Domo evaluated several solutions and chose CloudEagle.ai for these reasons:

  • CloudEagle shows feature engagement, login frequency, and last active date per user, so inactive licenses that a login count would miss are surfaced automatically.
  • Automated harvesting workflows reclaim unused licenses quickly, keeping dormant seats from quietly accumulating across departments.
  • Insight to action without manual follow-up, unused licenses reclaimed, new requests checked against the available pool first, and the cycle runs without IT involvement.
  • New access requests check reclaimed licenses first, reducing unnecessary purchases before procurement workflows begin.
  • Continuous user access reviews keep Salesforce license utilization aligned with actual workforce demand year-round.

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Impact

Full Salesforce License Utilization Visibility

  • 38% of Salesforce licenses identified as unused, with user-level activity data available for the first time across the full estate.
  • IT team able to answer Salesforce utilization questions from a live dashboard rather than a manual export exercise.
  • Inactive licenses surfaced continuously throughout the year, not just in the weeks before renewal.

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760 Licenses Reclaimed and Reallocated

  • 760 unused Salesforce licenses reclaimed and reallocated to employees who needed access, with no new seats purchased.
  • Inactive users deprovisioned through an automated workflow tied to HRIS data, removing the manual process of tracking role changes and departures.
  • New Salesforce access requests fulfilled from the reclaimed pool first, so license spend stopped growing ahead of actual business need.

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$1.5M Saved Annually

  • $1.5M saved annually on Salesforce spend by eliminating licenses that were being paid for but not used.
  • License spend now tracked against real utilization continuously, so waste does not accumulate between review cycles.
  • IT team time previously spent on manual Salesforce license audits reallocated to higher-priority work.

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The Transformation

Before CloudEagle
Salesforce licenses distributed broadly with no ongoing view of active versus inactive users.
Inactive users retaining Salesforce access after changing roles, moving teams, or leaving the company.
New license requests fulfilled with new purchases rather than from unused licenses already in the pool.
License utilization reviews done manually from admin exports, taking weeks and producing a snapshot that was already out of date.
$1.5M in avoidable Salesforce spend going unnoticed between annual reviews.
After CloudEagle
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User-level Salesforce usage visible in real time, with inactive licenses surfaced continuously and automatically.
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Licenses removed automatically when employees change roles or leave, connected to HRIS data.
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New Salesforce requests checked against the reclaimed license pool before any new purchase is triggered.
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License utilization reviewed continuously, with no manual export or spreadsheet work required.
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$1.5M saved annually with the reclaimed licenses reallocated to employees who actually need them.

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