Getting your team to actually use it

What you get

Adoption that survives you being busy — the difference between a tool you bought and a routine that runs.

Give people a reason to open it

Nobody logs in to admire a dashboard. They log in because something on it is theirs. Assign app owners, and each owner has their own spend, their own renewals and their own flags waiting. App Spend by Owner on the Dashboard is the screen that makes it personal.

Access and roles

Use Settings → User Management to give each person the access they need for their part of the routine. Avoid giving broader administrative access than the job requires. See Manage users and roles for the current role definitions and permissions.

Make the routine somebody's job

Your monthly 15 minutes needs a name and a date on it. Create the recurring task in Tasks — tasks can repeat — and assign it. A routine with no owner stops the first busy month.

Watch the leading indicator

Extension adoption. It sits on Organization → Users as a percentage, and it predicts everything downstream: no coverage, no usage data, no unused-seat findings, no biggest saving. Send Reminder costs nothing. A message from you in your own words works better.

The failure mode

One person holds all the knowledge. Findings stall when they are on leave, and the routine dies when they move on. Make sure the routine is not dependent on one person. Document the steps and give at least one other team member enough context and access to run the review when needed.

What you've unlocked

A routine that runs without you. Next: Manage users and roles in Admin and troubleshooting