How does Google Workspace license optimization add-on determine which paid Google Workspace users are inactive and should be converted to Archived or Gmail-only?

Google Workspace License Optimization identifies paid Google Workspace users who may no longer need a full license by analyzing login activity and app usage activity, then provides a recommended next step based on how long the user has been inactive or whether the user is suspended.  

How SysCloud identifies inactive users 

SysCloud evaluates inactivity using two high-level signal types:  

• Login activity: helps determine whether the user is actively signing in.  

• App usage activity: helps determine whether the user is actively using Google Workspace apps.  

When these signals indicate low or no activity over time, the user is treated as dormant and surfaced for license optimization recommendations.  

How SysCloud decides between Gmail-only vs Archived User 

SysCloud provides one of the following recommendations based on inactivity duration and suspension status:  Move to Gmail-only license, or Move to Archived User license.  

• Move to Gmail-only license: recommended for users who only require basic email-related services rather than full access to Drive editors and Classroom.  

• Move to Archived User license: recommended for users who no longer need to sign in (for example, alumni or former staff). Their data remains retained, but the user cannot use services, and the full license is freed.