How to optimize Google Workspace license cost with SysCloud?

1. Google Workspace for Education: License & Cost Changes

Google has introduced two new free license types for education customers:

• Gmail Only User: A license for users who only need email (Gmail), calendar, contacts, Meet (participant) and a few other basic services—but not full access to Drive editors, Classroom, etc.

• Archived User: A license for users who no longer need to sign in (such as alumni or former staff). Their data is retained and protected, but they cannot use the services, and their former full license is freed.

2. Effortless License Optimization with SysCloud

With SysCloud’s License Cost Optimization capability you can:

• • Automatically detect dormant or suspended users in your Google Workspace domain by analyzing login and app usage activity.

  • Get actionable recommendations: e.g., “Monitor”, “Move to Gmail-Only license”, or “Move to Archived User license”, based on how long the user has been inactive or if they’re suspended.

  • View the potential cost savings of converting users to the lighter/new license types (free or lower cost) and freeing up full licenses for active users.

  • After reviewing the suggestions, you can go to the Google Admin console and change the user’s license status using Google’s official steps.

    • Learn how to assign 'Gmail-Only' user license.
    • Learn how to assign 'Archived' user license.