IT asset management · Autessa IT Desk
Software asset management
Autessa IT Desk includes software asset management (SAM): a record for every app the company uses with its licensing model, seats purchased, cost, renewal date, owner and SSO and MFA status. Entitlements track each person's seat, and IT Desk warns when a grant would put an app over the seats you bought.
The problem
Paying for seats nobody uses, and not knowing who has access
SaaS sprawl means dozens of apps, each billed per seat, each with its own admin console. Without one list of who holds a seat in what, companies overpay at renewal and miss the access that should have been removed when someone left.
What you get
- Licensing models: Per user, Per device, Site, Usage based, Free and Enterprise agreement.
- Seats purchased, cost per seat, annual cost, currency, billing cycle and renewal date per app.
- Security facts per app: SSO enabled, MFA enforced and data classification (public, internal, confidential, restricted).
- Entitlements per person with a role in the app and three states: Requested, Active, Revoked.
- A seats panel showing purchased against used, pending requests and an over-allocation warning.
- Duplicate live seats for the same person are refused; over-allocation warns but does not block.
- Each app can link its vendor, contract, CMDB service and the catalog item employees use to ask for access.
How it works
How does software asset management work in Autessa IT Desk?
List your software
Add each app with its vendor, licensing model, seats and renewal. Starter content includes catalog items for app access.
Grant seats
Grant a seat from the software record, or let an approved access request create it. A requested seat becomes active when granted.
Watch usage
The seats panel shows used against purchased. Seat-based apps warn before they over-allocate; site, enterprise, usage and free licenses never do.
Revoke
Revoke a seat directly, through a Remove access request, through offboarding, or through an access review. Revocations are stamped with the task that did them.
Every option
Software and entitlement fields
| Option | What it does |
|---|---|
| Licensing model | Per user, Per device, Site, Usage based, Free, Enterprise agreement. |
| Status | Active, Trial, Retiring, Retired. Retired apps are hidden from the default list. |
| Licensing | Seats purchased, cost per seat, annual cost, currency, billing cycle (monthly, annual, multi-year, one-time), renewal date, contract. |
| Security | SSO enabled, MFA enforced, data classification. |
| Ownership | Vendor, category, app owner, URL, configuration item. |
| Request item | The catalog item employees use to ask for access. |
| Entitlement state | Requested, Active, Revoked, with granted and revoked dates and the task behind each. |
| Last reviewed | Stamped when an access review decides to keep the seat. |
Permissions
Who can do what?
| Role | Can |
|---|---|
| Asset manager | Manage software records, grant, activate and revoke seats. |
| IT agent | View software and entitlements, grant and revoke seats while fulfilling requests. |
| Vendor manager | Review apps as part of vendor reviews and access review campaigns. |
| Employee | See their own app seats under My devices and apps, and request access from the catalog. |
AI assist
How the IT Desk Assistant helps
Ask the IT Desk Assistant "which apps are over their seat count?" or "who has a seat in this app?" and it filters the lists. It can grant or revoke a seat for you after you confirm.
The assistant acts as you, with your role. It fills forms but never saves them, and anything risky waits for you to press Confirm.
About the IT Desk Assistant →Connected
How it connects to the rest of IT Desk
IT DESK FEATURE
Access reviews
Review every active seat in an app and revoke the ones nobody needs.
IT DESK FEATURE
Offboarding
Offboarding creates one task per app seat the leaver holds; closing it revokes the seat.
IT DESK FEATURE
Contracts
Link the app's contract to see its renewal and notice deadline.
IT DESK FEATURE
Access requests
Software / app access and Remove access catalog items create and revoke seats.
FAQ
Questions about software asset management
Does Autessa IT Desk do software asset management?
Yes. It tracks every app's licensing, seats, cost and renewal, each person's entitlements, and warns about over-allocation.
How is the account removed in the app itself?
Revoking a seat in IT Desk records it with the task behind it, and the person fulfilling the task removes the account in the app, so every removal has an owner and a record.
Can I see who has a seat in an app?
Yes. The software record lists every entitlement with its state, role in the app, and when it was granted and last reviewed.
100% customizable, code and all
Make Autessa IT Desk fully your own.
Use it out of the box, then change anything. Ask Autobot, Autessa’s AI builder, for a new field, screen, report, workflow or agent and it builds it into your copy of the app. Or open the code and edit it yourself. Nothing is locked: the app, its data and its code are yours.
Start free and make it yours