How it works: from Copilot activity to a renewal decision

1

Microsoft 365 admin

Connect

Add the UsagePoint web part to a SharePoint site and approve its read-only Microsoft Graph permissions once.

Install from your tenant app catalog. An AppSource listing is planned for Release 1.
An admin approves read-only Microsoft Graph permissions for reports, licences and the directory, once.
Use it on a SharePoint page, as a Teams tab or as a personal app in Teams.

UsagePointIT and licensing sitePro Microsoft data, 2 days old

Set-up checks for this site

Lists on this siteSnapshots, settings, action queue and auditReady
Microsoft Graph permissionsRead only, approved by your adminApproved
Your reporting roleReports Reader: usage reports will loadFound
Names in Microsoft's reportsHidden in your tenant. Pseudonyms in useExplained
FlowsNot imported yet. Everything else works without themLater

Next: enter what you pay for each licence.Enter prices

2

Finance or licence admin

Price

Enter what you actually pay for each Copilot licence, how you pay, and when your promotion or term ends.

Your price for each Copilot licence, as on your contract, not the list price.
How you pay: annual, annual paid monthly or monthly, which changes the real cost.
Promotion end dates and the step up after, and the Copilot Business 300-seat ceiling.
On bundles that include Copilot, only the Copilot part of the price counts.

UsagePointIT and licensing sitePro Microsoft data, 2 days old

Settings: your prices

Microsoft 365 Copilot120 seats. Renews 7 Dec 2026 £22.50a month Annual, paid yearly

Copilot Business40 seats. Promotional price until 31 Mar 2027 £14.00a month Paid monthly +5%

Bundle that includes CopilotOnly the Copilot part counts as reclaimable £22.50Copilot part Bundle

From 1 Apr 2027 the Copilot Business price steps up to £16.50. Planned in the renewal pack.

Your contract, not the list price. Saved in a list on this site.Save

3

Licence admin

See

Home lists what to do next: idle seats in pounds, leavers holding seats, the next renewal and the billing check.

Home is a short "do this next" list, with one main button per card.
Idle on your definition next to Microsoft's, so the gap is visible instead of argued about.
Leavers, disabled and non-human accounts still holding seats, on a fast path that is still approved.
Seats that cannot work properly, such as a Copilot plan switched off or no mailbox.

UsagePointIT and licensing sitePro Microsoft data, 2 days old

Copilot seats120112 assigned In use71of 112, weekly Idle 60+ days£3,78014 seats a year

Do this next

14 seats with no Copilot activity in 60+ days£3,780 a year at your price. Nudge first, then reclaim with approval.Review
Renewal in 41 daysMicrosoft 365 Copilot, 120 seats. You can reduce seats until 14 Dec.Prepare pack
Usage-based billing is on, with default limitsCopilot Business: up to 4,000 credits per user a month.Check
3 seats held by leavers or disabled accounts£810 a year. Fast path, still approved.Review

4

Licence admin, with approval

Nudge and reclaim

Nudge first. If a seat stays idle, the holder gets 14 days' notice to say they still need it, then a licence admin approves.

A nudge first, with tips for the apps people use. New seat holders get one in their first fortnight.
Then 14 days' notice with a "still need it" reply, and hold-until dates without asking why.
A licence admin approves; a manager can approve too, if you choose.
The change is made by a flow in your Power Automate, routed correctly for direct, group or dynamic-group licences.

UsagePointIT and licensing sitePro Microsoft data, 2 days old

EF Ellie Frost, OperationsMicrosoft 365 Copilot, direct licence. No Copilot activity for 68 days. £270 a year

Nudge sent22 Sep: tips for Word and Outlook
Notice sent, 14 days to reply6 Oct: "Still need it?" with a one-click reply
No reply by 20 OctNo hold-until date set
Waiting for approvalLicence admin: Jo Hartley
Your flow removes the licenceRuns in your own Power Automate
Seat goes to the request queue2 people have asked for one

ApproveKeep the seatHold until a date

5

IT and finance together

Renew

A renewal pack before the seven-day window opens: the seat count to renew, with cash at renewal kept apart from purchases avoided.

Alerts at 90 and 30 days, and when the seven-day window after renewal opens.
A recommended seat count with the evidence behind it, ready to share with finance.
Cash at renewal and purchases avoided shown separately, never added together.
CSV and Excel exports, and a monthly report from your own flow.

UsagePointIT and licensing sitePro Microsoft data, 2 days old

Renewal packMicrosoft 365 Copilot, 120 seatsAnnual term, paid yearly. Renews 7 Dec 2026. 41 days

90 days8 Sep, alert 30 days7 Nov, alert Renewal7 Dec 7-day windowReduce seats until 14 Dec

Kept apart on purpose: they are different money.Download pack

The architecture

The web part sees. Your flows act.

Everything runs in your Microsoft 365 tenant. The seam between seeing and acting is a list on your own site, and nothing crosses it without approval.

Microsoft 365

Copilot usage reports, licences and subscriptions, and your directory.

UsagePoint web part

On your SharePoint site, with the signed-in person's own rights. Sees, prices and recommends.

Lists on your site

Snapshots, settings, the action queue and the audit list.

Your Power Automate

Flows you own, with your app registration: reclaim, reassign, nudge, report.

The one call outside: a daily licence check-in sends your tenant ID, site address, app version and licence state to Apps 365. No usage data. On by default; a site admin can switch it off.

The renewal year

Mid-term, reassign. At renewal, cut.

Under Microsoft's CSP rules you can only reduce seats within seven days of a purchase or renewal. Before then, a seat taken back saves money only if it goes to someone instead of a new purchase.

All yearReassign idle seats to people who asked, instead of buying more. Purchase avoided.
90 days beforeFirst alert. Start nudges and notices so the evidence is ready.
30 days beforeSecond alert. The renewal pack is ready to share with finance.
Renewal dayThe seven-day window opens. Reduce to the recommended seat count. Cash at renewal.

Before you start

What you need on your side.

We would rather you knew now than found out halfway through set-up.

SharePoint Online

A site to host the web part, and an admin who approves its read-only Microsoft Graph permissions once.

A reporting role to see usage

Microsoft only shows Copilot usage reports to people with a reporting role, such as Reports Reader.

Power Automate premium for the reclaim flow

The flow that removes or reassigns licences uses a premium connector, so its owner needs a premium licence.

Entra ID P1 or P2 for last sign-in

Optional. Last sign-in dates come from Microsoft Entra and need a P1 or P2 licence. Everything else works without it.

Set-up

Five steps to your first numbers.

The web part is useful on its own, read-only, from the first day. Add the flows when you are ready to act.

Add the package to your tenant app catalog.
Approve the read-only Graph permissions in the SharePoint admin centre.
Add the web part to a page on your IT or licensing site, and let it set up its lists.
Enter your prices and dates in Settings, behind the gear.
Import the flows you want into Power Automate, when you are ready to nudge and reclaim.

From Copilot activity to a renewal decision.

Connect

Price

See

Nudge and reclaim

Renew

The web part sees. Your flows act.

Microsoft 365

UsagePoint web part

Lists on your site

Your Power Automate

Mid-term, reassign. At renewal, cut.

What you need on your side.

SharePoint Online

A reporting role to see usage

Power Automate premium for the reclaim flow

Entra ID P1 or P2 for last sign-in

Five steps to your first numbers.

Go into your next renewal knowing which seats are used.