1 minute of practical work for the boss · 005 cost managementteam accountseat
There are three people on the team, and the bill is five figures.
Approximately 4 minutes to readBlueCanvas
What if my team service has more paid seats than actual users?
You should not erase it just by looking at the difference in numbers. There is a mix of invite-only positions, positions for people who have left, and positions for external collaborators. For each seat, you must write down the user, their duties, and whether or not they are needed, decide where to move the materials, and then touch the seat.
Key takeaways
Invoices for team services are calculated based on the number of seats; who uses that seatis not written.
Even if there are five seats and three people, two seats are not wasted. The remaining seats are Not something to erase, but something to checkno see.
Deleting a user Reducing the number of seats being charged is a different action.no see. You must also check separately when the reduced amount will be reflected.
Number difference in itself is not a waste
If the number of seats on your bill differs from the number of people currently working, you want to close that difference right away. However, the remaining seats are filled with people with different personalities.
external collaborators — Not on the staff list, but in progress. This is the seat you need.
waiting seat — This could be a seat left empty for someone coming soon.
User unknown — It’s a place where we don’t know how long it’s been there or what’s inside. This position is subject to confirmation.
If you just look at the numbers, all three appear to be “remaining spaces.” You have to open it for each seat to see the difference.
The seating chart has six spaces.
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What to write
seat
Seat number or account on the administrator screen
current user
Instead of the person's name, you can write the title or role.
Responsibilities
What do you do with that seat? If it is empty, it is subject to verification
proprietary material
Tasks associated with files remaining in that seat
Claim reflection date
When the amount changes when seats are reduced
Maintain or not
One of maintenance/confirmation/reduction consideration
Even if you delete a user, seats remain
It's easy to think that cleaning up your account will reduce your bills, but these are two different actions. Microsoft states in its licensing document, “You cannot reduce the number of licenses for a subscription if all licenses are currently assigned to the user. To reduce the number of licenses, first unassign one or more licenses from the user and then remove the license from the subscription.”
deallocate — Release the user caught in that seat first.
reduce seating capacity — Re-enter the total number of seats on the subscription screen. You must reach this stage for your claim to change.
Check the reflection date — Check which bill the changed amount applies to.
The time of reflection may not be immediate. The same document states, “If you have an MCA billing account type, you have 7 days to reduce the number of licenses. “If you reduce the number of licenses after that 7-day period, the change will appear on the first bill you receive after your subscription renewal date,” it says. It also states, “You can only remove a license if recurring billing is turned on.” Even within the same service, results vary depending on the contract type, so you must check directly on the management screen of the service you are using.
Pick just one seat today
Pick a seat where you don't know the user, ask three questions, and the seat will be cleared.
Is anyone using this seat now?
Are there any materials or associated tasks left in this seat that need to be moved?
Which bill amount will change if I reduce the number of seats?
Savings are not calculated. Seat prices and contract terms vary from company to company, so if you take prices from other companies, your judgment will be clouded.
Full video subtitles (5 scenes)
There are three people on the team and the bill is five figures.
There are currently 3 people working with this tool. However, there are 5 digits on the bill. Whose seats are the remaining two?
The remaining two seats have different personalities.
You should not erase it just by looking at the difference in numbers. There is a mix of cases where people were invited but did not come in, and cases where data was tangled up in places where people left.
Move three things to each seat
It's about the user, their responsibilities, and whether or not they need it. For seats where the user is unknown, write confirmation required.
Deleting does not immediately reduce the fee.
Seat allocation must be released first to reduce seats, and when the reduced fares are reflected varies depending on the service.
I only see one seat today
Who is writing the position, and whose data is in that position? First decide where to move the materials and then proceed.
Frequently Asked Questions
If the number of seats and number of people are different, can I reduce it right away?
It is a good idea to open each seat before reducing it. The remaining seats are a mix of external collaborators not on your staff list, standby seats for people coming in, and seats you don't know. The first two are the seats you need and the last one is for confirmation. If you look at the numbers, all three seem the same, so please write down the current user and the job they are responsible for on the seat management table to differentiate their personalities.
Does deleting a user reduce my bill?
It usually does not decrease. This is because deleting a user and reducing the number of seats billed are different actions. Microsoft writes that you cannot reduce the number of licenses while all licenses are assigned to a user, and you must first unassign them and then remove them from the subscription. If you just close your account and leave the number of seats the same, your bill will not change.
When do fares change if seats are reduced?
It may not be right away. The cited document states that if you reduce seats after a certain period of time, the change will appear on your first bill after your subscription renewal date, and also states that recurring billing must be turned on to remove the license. That's why we created a box for the claim reflection date in the management table. Before reducing, please check the reflection time on the management screen and write down the date in the table.
If a seat is empty, what happens to the data inside it?
Each service is different so you should check before emptying. Files owned by the seated account, as well as any automation or sharing links linked to that account, may be lost. This is the reason for filling in the owned data column of the management table. Please first obtain a list of materials to be moved and reduce seating after moving or transferring ownership.
To see the cost, you first have to see what's included
When you select the conditions for BlueCanvas' cost estimate, the included items and estimated amount are displayed on the screen.
