Educational guide · Not an audit or consulting

Salesforce License Review Guide

How to find idle Salesforce seats and document license facts before renewal. Self-reported review—not a vendor audit.

Who this is for

Admins and finance partners who need to reconcile licensed seats vs active users before Salesforce renewal.

Important

This is an educational self-review guide. It is not a Salesforce audit, security review, or legal advice about your MSA.

Before you start

• Export user list with last-login or activity indicator (per your edition).
• Gather contract: edition, seat count, renewal date, and true-up terms.
• Official reference: Salesforce Help and your order form.

Checklist

• Total licenses purchased vs active users in the last 30/60/90 days.
• Document idle seats by profile (e.g. read-only, Chatter, integration users).
• List sandboxes and non-prod orgs with separate license lines.
• Identify duplicate or departed employees still provisioned.
• Review permission sets and add-on licenses (CPQ, Marketing Cloud connectors, etc.).
• Check integration/service accounts that consume full licenses.
• Compare list reference pricing to your negotiated per-seat rate.
• Prepare factual questions for your AE (seat true-up, downgrade options)—no savings promises.

Reference math

The SAARS estimator uses idle seats × a list reference price from our coefficient table—your contract rate may differ. Try it on the free estimator.

For informational purposes only. Not legal, tax, or financial advice. Verify all figures against your contracts and vendor consoles.

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