Managing software licenses efficiently is crucial for controlling software spend, ensuring compliance, and maintaining operational agility across modern IT environments.
Organizations often assign licenses that go unused or remain unmonitored over time, leading to hidden costs and inefficiencies. AssetSonar’s License Audit feature helps you bridge this gap by enabling IT teams to confirm usage before renewals, reassign unused seats, and enforce license accountability across the organization.
This guide walks you through how to enable, execute, and manage License Audits in AssetSonar – from setup to response tracking.
1. Enable License Audits
To get started, go to Company Settings & Addons→ Audit Items → Software License Audit and click Enabled. Click Update to save your settings.
Once enabled, the License Audit functionality becomes available throughout the application including within license records, the Audits module, and the alerts system.
Note: Currently, License Audits apply only to user-based licenses. Support for other license types may be added in future updates.
2. Send License Audit Request
Go to Software (Navigation Menu) → Software Licenses and open the relevant license record. Click Ellipsis (…) and then select Request License Audit to initiate an audit.
You will be displayed a modal where you can select the users who have entitlements to the license. You can also resend audit requests to users who haven’t yet responded and add custom notes with it.
3. Respond to License Audit Request
When the license audit request is sent to a user, they will receive an email with a link to respond to the audit request. When you click on the link you are directed to the License Details page, where you can click on the Respond to Audit button.
Clicking the button opens a modal where you can select a response and enter optional comments:
Click Confirm after entering the appropriate options to submit your response. Signature input may be required if your settings enforce it.
Once submitted, admins will receive an email alert indicating who responded, what their response was, and when it was submitted. This ensures prompt visibility into audit progress.
4. Bulk Respond to License Audit Requests
Admins can respond to multiple License Audit requests from the audit response screen. On the License Details page when the admin clicks on Respond to Audit they are displayed a Respond to Audit modal.
Admins can respond to individual requests by clicking on the arrow (right most) icon. This opens the response modal of an individual request. The admin may also select multiple (or all) the users to verify (or deny) their audit requests.
When the user clicks Verify or Deny, they are displayed the following modal, where they may confirm the audit with their comments.
5. Overview of License Audit Requests
You may review all the existing audits by going to More (Navigation Menu) → Audits → Software License Audit
Use filters to narrow down audits by license, status, requestee, or date among other options.
Click the View link next to a license to open its audit summary. From the modal that opens, you can view or respond to individual audit requests by clicking on their View or Respond button.
You can also track audit response statuses from the Entitlements tab on the License Details page.
This makes it easier to focus follow-ups or review unresponsive users.
You can use the All Entitlements dropdown to filter users by audit status—such as responded, declined, or pending—making it easier to follow up or take further action.
6. Signature Settings for License Audits
To enable and configure signatures for License Audits, go to Company Settings & Addons → Advanced Settings → Signature Captures and Click Enabled to activate signature capture for audits.
Once you enable signatures, you will be displayed other options to select the modules for which you wish to enable the signatures. To turn on the signatures for the License Audits, select the relevant checkbox. You may also choose to check the Enforce checkbox to make it mandatory.
Additionally, you may also add a custom prompt in the “Display Text” field to specify what users will see. Once you have entered all the relevant information, click Update to save your settings.
7. Email Alerts for License Audits
AssetSonar automatically sends out email alerts to streamline the license audit process when license audits are enabled.
There are currently two types of audit-related email alerts:
- License Audit Requested: Sent to users and admins when a license audit is initiated.
- License Audit Responded: Sent to admins when a user responds to the audit request.
You can view, disable, and customize these alerts by going to: More (Navigation Menu) → Alerts & Emails → Software Licenses
You can modify the templates of the alert emails to match your organization’s communication tone.
Ready to Take Control of Your Licenses?
With AssetSonar’s License Audit feature, you can run clean, accountable, and cost-effective license operations – whether you’re preparing for renewals, consolidating unused software, or ensuring entitlements match actual usage.
Need assistance setting it up? Reach out to us at support@ezo.io — we’re happy to help.
