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Phrasing deprovisioning messages

Get users to interact in deprovisioning workflows.
We generally recommend communicating with users before reclaiming under-used licenses, and asking in a positive way can lead to higher response rates.
Here are some suggestions on how to design the workflow messages sent to users.
When using email, it helps if they are sent from your own domain. Also, it is advisable to have a straightforward process in place for getting licenses back.

General email or Slack example

Inactivity on #application
Hi #firstname! The IT team uses Trelica.com to optimize our SaaS licenses and it looks like you haven’t been using your #application license in the last 90 days. We’d like to switch you to a cheaper license to save on costs. You can always ask for a #application license again by requesting an upgrade with us and you’ll have it back within no time.
Button 1
Button 2
Go ahead, I don't need it
I still need my license
Reply:
Reply:
OK, we will downgrade your #application license. If you would like to have your license back again, contact us at [email protected]
Thanks for confirming!
​
You can have the first message re-sent after a set amount of time as a reminder.

Specific example message for Zoom

Can we switch you to #application Basic?
Hi #firstname! The IT team uses Trelica.com to optimize our SaaS licenses and it looks like you haven’t hosted a #application 'Pro' meeting (i.e. over 40 mins) in the last 90 days. We’d like to switch your #application license to 'Basic' to save on costs. You will still be able to host meetings that are under 40 minutes and attend other #application meetings for as long as you wish. You can always ask for a #application Pro license again by requesting an upgrade and you’ll have it back within no time.
You could use similar buttons and wording as above.