---
title: Subscription Optimizer
description: Subscription Optimizer reduces cloud subscription costs by reallocating unused seats in near real time.
product: OpenLM Platform
---

Subscription Optimizer reduces cloud subscription costs by reallocating unused seats in near real time. It makes sure the right users get access when they need it, while eliminating wasted assignments.

## What it does

- Automates license assignment for supported SaaS platforms
- Frees unused seats based on actual usage and policy
- Uses rules in License Access Control (LAC) to keep access compliant
- Notifies end‑users when a seat is assigned, reassigned, or unavailable

## Supported platforms

- Autodesk Cloud — reassignment check every ~30 seconds
- LinkedIn Sales Navigator — reassignment check every ~60 minutes

Future support is planned for Microsoft 365, Azure, and additional SaaS platforms.

## How it works (high level)

1) Usage signal

- When a user opens an app (for example, AutoCAD), the OpenLM Agent reports it to Process Manager.
- Process Manager updates the active session cache and forwards a usage signal to Subscription Optimizer.

2) Eligibility check

- Optimizer checks if the user is eligible through LAC (INCLUDE rules and/or groups).
- If not eligible, End‑User Services (EUS) informs the user and an admin notification can be raised.

3) Seat allocation

- If the user is eligible and already has a seat → no action.
- If a free seat exists → assign the seat and notify the user.
- If no seats are free → run optimization logic.

4) Optimization logic (reassignment)

- Find assigned seats that are currently unused (based on real application activity).
- Respect daily reassignment limits (default: 1 per seat/day).
- Query the Machine Learning Usage service for each candidate and pick users with lowest probability to need their seat in the immediate window (default threshold: 0.6).
- Reassign from the lowest‑likelihood candidates. Notify affected users.

5) Token group fallback (if applicable)

- If reassignment isn't possible, place the user in a token group (temporary access) when available.
- A background job removes temporary allocation ~24 hours later to avoid overcharges.

6) Notifications

- Users get a push notification when:
  - No seat is available and they are not eligible
  - They are placed in a token group (temporary access)
  - A seat has been assigned or reassigned to them

:::info
Behind the scenes, Subscription Optimizer integrates with OpenLM Agent, Process Manager, License Access Control (LAC), End‑User Services (EUS), and (for supported vendors) the SAS Agent to access account APIs.
:::

## Key features

- Automated license assignment and reassignment
- Rule‑driven eligibility using LAC users and groups
- Usage‑based optimization from actual app activity
- Machine learning predictions for smarter reallocations
- End‑user transparency through notifications

## Benefits

- Reduce spend by reclaiming unused subscriptions
- Improve availability with near real‑time reallocations
- Enforce policy with LAC rules and consistent workflows

## Prerequisites

- OpenLM Workstation Agent installed, with web monitoring activated
- Valid email associated with each user (used by SaaS platforms like Autodesk and LinkedIn)
- License Access Control (LAC) configured with INCLUDE rules and relevant user/groups
- SAS Agent configured for supported SaaS platforms (for example, Autodesk Cloud, LinkedIn)
- Subscription Optimizer activated in your OpenLM products
- Admin access to the SaaS tenant to complete integration

## Setup overview

1) Prepare users and eligibility in LAC

- Define which users or groups are eligible for optimization using INCLUDE rules.
- For assets that should be optimized, activate optimization on the managed LAC asset (admin setting).

2) Connect the SaaS platform

- For each supported platform, provide required admin credentials through SAS Agent.
- Verify that LAC can read and deploy rules for that asset.

3) Deploy agents

- Ensure the OpenLM Agent is installed on end‑user machines.
- Confirm Process Manager is receiving app usage.

4) Activate Subscription Optimizer

- Turn on the feature for your account and select which assets to optimize.

:::tip
For LAC configuration and concepts, see: ./automations/lac
:::

## Admin quick checklist

Use this short checklist to activate and validate Subscription Optimizer end‑to‑end:

1) Activate the feature

- In Products, activate Subscription Optimizer for your account/tenant.

2) Connect SaaS platforms (per vendor)

- Configure admin credentials through the SAS Agent for each supported platform (for example, Autodesk Cloud, LinkedIn). Ensure connectivity and permissions.

3) Configure eligibility in LAC

- In License Access Control, add INCLUDE rules for users/groups who can receive optimized seats. For assets you want Optimizer to manage, activate the optimization flag on the managed LAC asset.
- Reference: ./automations/lac

4) Deploy agents and validate usage

- Install OpenLM Workstation Agent on user machines and keep Personal Dashboard accessible.
- Verify Process Manager is receiving usage for target apps.
- References: ./users/personal-dashboard.md, ./process-manager.md

5) Run a quick functional test

- Select a user in an eligible group and start a supported app (for example, AutoCAD).
- If a seat is free, it should be assigned automatically and the user notified.
- If all seats are taken, Optimizer should attempt reassignment (respecting daily limits) or place the user in a token group if configured.

6) Validate outcomes

- In LAC, confirm that RESERVE rules reflect assignments for the optimized asset.
- In reports, confirm active sessions are recorded. For process history, see: ../reporting/ui-reports/process-sessions.md

7) Tune behavior (optional)

- ML threshold defaults to 0.6; daily reassignment limit defaults to 1 per seat/day. Contact support if you need different values.

## Daily operation

- Users launch applications normally.
- If eligible and a seat is available, assignment happens automatically.
- If no seat is free, optimization attempts a reassignment within the daily limits.
- If reassignment is not feasible, the user may be placed in a token group (if configured) for temporary access.
- Near the 24‑hour mark, temporary allocations are removed to avoid token overcharges.

## Platform notes

- Autodesk Cloud
  - Fast checks (~30 seconds) for reassignment opportunities
  - Uses SAS Agent to interact with Autodesk APIs
- LinkedIn Sales Navigator
  - License rebalancing runs hourly

## Configuration details (what Optimizer uses)

- LAC rules
  - INCLUDE: defines eligibility (who can be optimized for a given asset)
  - RESERVE: created automatically when an "include‑all" rule exists and a user starts using the app
- Usage and predictions
  - Usage source: Process Manager's active sessions, reported by Agent
  - ML threshold: default 0.6 (configurable); higher means fewer reassignments
- Reassignment safety
  - Per‑seat per‑day limit: default 1 (prevents churn and user disruption)

## Limitations

- Currently supports Autodesk Cloud and LinkedIn Sales Navigator only
- No dedicated UI yet; configuration and monitoring are done through LAC and platform integrations
- Entire‑asset "assign all" deployments can conflict with optimization; use rule‑based deployment

## Example

1. User A opens AutoCAD; all seats are in use.
2. Optimizer verifies eligibility (LAC) and scans usage for currently unused seats.
3. ML predicts User B has a low probability to need the seat soon.
4. Seat is reassigned from User B to User A.
5. Both users receive notifications. The change is tracked in system logs.

## FAQ

<details>
<summary>Show FAQ</summary>

Q: Is this similar to License Harvesting?  
A: Yes, but for cloud subscriptions. License Harvesting focuses on server‑based licenses; Subscription Optimizer addresses named‑user SaaS seats.

Q: How do I control who can get reassigned?  
A: Define eligibility with LAC INCLUDE rules and groups for each optimized asset.

Q: Can I avoid disruptive reassignments?  
A: Yes. Optimizer respects a per‑seat daily limit and uses usage + ML predictions to minimize disruption. You can also rely on token groups for temporary access.

Q: Do users need to reinstall anything?  
A: No. Ensure OpenLM Agent is installed and EUS is reachable for notifications.

</details>

## Troubleshooting

<details>
<summary>Show troubleshooting</summary>

- No assignments happening
  - Check LAC eligibility (INCLUDE rules) and that the asset is marked as optimized
  - Verify Process Manager is receiving usage from Agent
  - Confirm SAS Agent is connected to the SaaS tenant

- Frequent "no seat available" messages
  - Increase eligible users/groups in LAC or add seats
  - Activate token groups for temporary access

- Unexpected reassignments
  - Review daily limit and ML threshold settings
  - Ensure entire‑asset deployments are deactivated; use rule‑based deployment

</details>