Managing package licenses is a recurring rather than one-time task. The Package Usage page is the audit surface; the action happens on each package's Manage Licenses page. Below is the standard quarterly review workflow most mature orgs follow to keep license spend aligned with actual usage.
- Export current license assignments
From Setup, open Installed Packages and click the Manage Licenses link on each package. Export the assigned user list (via Data Loader against UserPackageLicense filtered to the specific PackageLicense ID, or copy directly from the UI if the list is small). Save this snapshot in a spreadsheet with the date. Repeat for every package the org has installed. This becomes the baseline for the quarterly review.
- Cross-reference with active usage data
For each package, contact the business owner who sponsored the AppExchange purchase. Ask them for the list of users who have logged into the package in the last 90 days. Most packages expose a usage report or a Last Login field on a custom object. Compare this list to the assigned licenses from step one. Users who hold a license but have not logged in to the package recently are the candidates for revocation.
- Revoke unused licenses and re-validate with owners
From the Manage Licenses page for each package, remove the dormant users one by one (or in bulk via Data Loader if more than 50). Notify the business owner of each revocation in writing so they can flag any false positives. After 30 days, run the cross-reference again. If no users complained and the package still functions for the active assignees, the org has just reduced its license count without breaking anything.
- Document findings for the renewal conversation
Summarize the quarterly review in a one-page document: total licenses, active users, revoked seats, recommended renewal seat count, and any business-owner sign-off. Share this with the procurement team a quarter before the package's renewal date. The result is a credible negotiating position: the org is using N seats, has paid for M, and will only renew at the lower count unless the vendor adjusts pricing.
- Total Licenses is set by the ISV and cannot be increased by the customer admin. Adding more seats requires a contract amendment with the vendor.
- Site License packages do not show used or available counts. The page just shows "Site License" and gives the whole org access.
- Revoking a license blocks access to the package's metadata but does not remove the user from Salesforce or delete any data the user created in the package.
- Package licenses expire silently after the contract end date. Plan renewal conversations 60 to 90 days in advance to avoid users losing access mid-quarter.
- Some ISVs charge per-named-user even after a license is revoked, if the seat was used during the contract period. Read the contract before assuming revocation saves money in the current term.