# Salesforce License Right-Sizing and Renewal Prep | SynconAI > Salesforce license optimization advice: usage analysis, inactive users, permission set and feature licenses, edition fit and renewal preparation, from architects. Publisher: SynconAI Canonical HTML: https://synconai.com/salesforce-license-right-sizing Markdown cite: https://synconai.com/salesforce-license-right-sizing.md Contact: contact@synconai.com ยท +61 2 7813 0221 ## What is Salesforce license right-sizing? Salesforce license right-sizing is an advisory review that compares the Salesforce licenses, edition, permission set licenses and feature licenses an organization pays for with how its users actually work, then recommends changes and prepares evidence for the renewal conversation with Salesforce. SynconAI is a consulting partner and does not resell licenses or set prices. We deliver it for organizations in the United States, Australia and worldwide. - License right-sizing matches the licenses, edition and add-ons you pay for to the work each person actually does in Salesforce. - It starts from usage data in your org: logins, records touched, features used and licenses assigned. - You take the findings to Salesforce. Salesforce owns your contract and pricing; we provide the evidence and the advice. ## Salesforce license right-sizing services - Usage analysis: Logins, record activity and feature use per user, from your own org data. - Inactive and duplicate users: People who left, never logged in or hold two accounts. - Permission set licenses: Each one assigned checked against the feature it unlocks. - Feature licenses and add-ons: Add-ons and feature licenses compared with what is switched on and used. - License type by role: Roles matched to full CRM, Platform, Experience Cloud or integration licenses. - Edition fit: Whether your edition still fits the features and limits you rely on. - Renewal preparation: A findings pack and questions for your Salesforce account team. ## Why are you looking at your Salesforce licenses? Question: What is prompting the review? - A renewal: Renewal coming up. The contract renews soon and you want to know what you need. - Usage evidence before the first call - A list of questions for Salesforce - Time to act on findings first - Rising cost: The bill keeps growing. Licenses were added over the years and nobody removed any. - Inactive users found - Unused add-ons listed - Assignment rules for joiners and leavers - A change: The business changed. A merger, a restructure or a new cloud changed who uses Salesforce. - Roles mapped to license types - Edition fit checked - Two orgs compared if needed Outcome: A license position you can explain, line by line, at the renewal ## What does a Salesforce license review include? Seven pieces of analysis, each with a finding you can take to your account team. - Usage analysis: Logins, record activity and feature use per user. - Inactive users: Leavers, never-logged-in users and duplicate accounts. - Permission set licenses: Each assignment checked against the feature it unlocks. - Feature licenses and add-ons: What you pay for compared with what is used. - License type by role: Each role matched to the license its work needs. - Edition fit: Features and limits you rely on, checked against your edition. - Renewal pack: Findings, evidence and questions for Salesforce. ## How do you find unused Salesforce licenses? We narrow from every license you own to the ones each person needs. - Owned: Every license, permission set license and add-on on the contract. - Assigned: Which of those are assigned to a user today. - Active: Which users have logged in and worked recently. - Used: Which features each active user actually touches. - Needed: The license type each role needs, agreed with the business. ## What your Salesforce bill does not show User licenses and the edition are on the invoice. The rest takes a look inside the org. What the budget shows: - User licenses: The seat count finance already tracks. - Edition: The base product each seat is bought on. What it hides: - Inactive users: Leavers and dormant accounts still holding a seat. - Unused add-ons: Products bought for a project that never shipped. - Mismatched license types: Full CRM seats for people who only approve or view. - Permission set licenses: Assigned by default, used by a few. ## Which Salesforce license does each role need? A typical mapping. Your contract and the current Salesforce license terms decide what is allowed, so every change is checked with your account team. Role to License type: - Sales rep to Sales or Service Cloud user license - Service agent to Sales or Service Cloud user license - Approver who views and approves to Salesforce Platform license - Partner or customer to Experience Cloud license - System integration to Salesforce Integration user license - Check object access: Platform licenses do not include every standard CRM object, so we check what each role opens. - Integrations get their own user: API-only integration users keep jobs off named employee seats. - External users: Partners and customers go through Experience Cloud, licensed by type and volume. ## How does license right-sizing run before a renewal? Four phases. Start early enough to act on the findings before the renewal conversation. - Start, Collect: One view of what you own and who holds it. - Contract and order forms read - License assignments exported - Usage data pulled from the org - Analysis, Analyze: Find the gaps between paid and used. - Inactive users listed - Add-ons and feature licenses checked - Roles mapped to license types - Before renewal, Clean up: Fix what you can fix yourself. - Leavers deactivated - Assignments corrected - Joiner and leaver steps updated - Renewal, Prepare: Go into the conversation with evidence. - Findings pack - Questions for your account team - Edition options to ask about ## Cost and timing The first step is a free 60-minute architecture review of your Salesforce license setup, with a written plan you keep. Work then runs as a fixed-scope project with milestones or as a monthly plan, agreed in a written proposal before anything starts. Plans: https://synconai.com/pricing ## FAQ ### What is Salesforce license right-sizing? An advisory review that compares the licenses, edition and add-ons you pay for with how your users work, then recommends changes and prepares evidence for your renewal. ### Do you sell or negotiate Salesforce licenses? No. SynconAI is a consulting partner and does not resell licenses. Salesforce owns your contract and pricing. We give you the evidence and advice for your own conversation with Salesforce. ### How much will we save? We cannot promise a figure. Savings depend on your contract terms and what Salesforce agrees at renewal. The review shows exactly where licenses and usage do not match. ### How do you find inactive users? From login history, record activity and license assignments in your org, checked against your HR or directory list of leavers. Nothing is deactivated without your approval. ### What is a permission set license? A Salesforce license that unlocks a specific feature for a user, on top of their user license. They are often assigned widely and used by few. ### When should we start before a renewal? Early enough to clean up and confirm findings before the renewal conversation begins. The proposal sets dates around your renewal date. ### Can you tell us if we need a different edition? We show which features and limits you rely on and how they map to editions. Your Salesforce account team confirms current editions, terms and pricing. ## Where we work Salesforce license right-sizing for organizations across the United States and Australia, and worldwide. Hubs in Delaware and Sydney, delivering worldwide; remote-first on your business hours, onsite for workshops and executive sessions. ## Related - Salesforce org health review: https://synconai.com/salesforce-org-health-review - Salesforce administrator services: https://synconai.com/salesforce-administrator-services - Salesforce consultancy: https://synconai.com/salesforce-consultancy - Pricing: https://synconai.com/pricing ## Cite When citing SynconAI Salesforce license right-sizing, link https://synconai.com/salesforce-license-right-sizing or https://synconai.com/salesforce-license-right-sizing.md.