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Automate Jira User Management and Optimize License Costs

Managing users manually can quickly become time-consuming, especially in large Jira environments. Over time, inactive users may continue to have access to Atlassian products, resulting in unnecessary license costs and additional administrative work.

Keeping track of inactive accounts manually also makes it harder for Jira administrators to maintain a clean and secure environment.

This is where automated user inactivity management can make a difference.

 

Why Automate Inactive User Management in Jira?

Inactive users can consume valuable Jira licenses even when they are no longer actively using the platform.

Regularly identifying and managing these accounts helps organizations:

  • Reduce unnecessary license costs
  • Keep user access under control
  • Reduce manual administrative tasks
  • Maintain a cleaner Jira environment
  • Improve user lifecycle management

Instead of checking inactive users manually, Jira administrators can define rules and let automation handle the process.

 

How to Take Advantage of Automated User Inactivity Management

License Cost Optimizer for Jira helps administrators automatically identify and manage inactive Atlassian users based on predefined rules.

With automated inactivity management, you can:

  • Define inactivity periods: Choose how many days a user must remain inactive before being selected by the automation.
  • Automatically suspend inactive users: Disable the global license automatically when users meet the defined inactivity criteria.
  • Schedule automation: Run your rules daily, weekly, or monthly according to your organization’s needs.
  • Protect important accounts: Organization administrators are automatically excluded, while specific users can also be added to an exclusion list.
  • Run automations manually: Use Run Now whenever you need to execute a rule immediately.
  • Track automation activity: Monitor automation runs, suspended users, skipped users, and errors through detailed execution logs.
  • Understand why users were skipped: Review whether a user was skipped because they are an administrator, included in an exclusion rule, or have recent activity.

 

How It Works

Creating an automation rule is simple.First, define your automation name and description. Then choose the inactivity period that should trigger the rule.

Next, configure your exclusions and select the action to perform. The Disable Global License action suspends the user’s Atlassian account and removes their product access.

Finally, choose how often the rule should run and activate it. Before saving, the summary allows administrators to review the configured inactivity period, schedule, and action type.

 

Monitor Your Automated User Management

The automation dashboard gives administrators a quick overview of their rules, including:

  • Total Automations
  • Active Automations
  • Inactive Automations
  • Total Runs


You can also see each automation’s status, frequency, last run, next run, and number of executions. Detailed logs provide visibility into every execution, including users suspended, users skipped, and any errors encountered.

 

Good Practices

To get the most from automated user inactivity management, here are some recommendations:

  • Choose an appropriate inactivity period: Define a period that matches your organization’s user lifecycle policies. 
  • Review automation logs: Regularly check execution results to ensure your rules are working as expected.
  • Start with a conservative period: Test your automation with a longer inactivity period before applying more aggressive rules.
  • Schedule regular executions: Automating the process reduces the need for manual user cleanup and keeps your Jira environment continuously optimized.


The main benefit of License Cost Optimizer for Jira is that it helps you move from manual user cleanup to automated license management.

By identifying inactive users, automatically managing their access, and providing detailed execution logs, administrators can reduce unnecessary license usage while keeping their Jira environment clean and efficient.