Domino Licensing Optimised and Costs Reduced.
92% Reduction in Domino Licensed Users Through Specialist Audit
Many organisations continue paying for Domino licences based on historic directory structures rather than real platform usage.
Migr8IT performed a specialist Domino licensing audit that reduced licensed users by 92%, eliminating unnecessary costs while ensuring active applications, workflows, and user access remained fully protected.
The Challenge
The organisation was licensing more than 700 global Lotus Notes users based on historic directory structures rather than actual platform usage. Over time the Domino Directory had not been actively maintained, resulting in large numbers of inactive, duplicate, or legacy accounts remaining licensed.
As the business began planning retirement of the Lotus Notes platform, it became clear that current licensing costs no longer reflected real operational need. However, reducing licensed users required specialist Domino expertise to ensure active applications, workflows, and access requirements were not disrupted.
The organisation required a controlled, evidence-based licensing review capable of reducing costs safely while protecting operational systems and user access.
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Organisation
Technology Company
Location
Global (EMEA, APAC, AMER)
Operational scale
Regulated enterprise environment
Global operations
700 users
Not sure how many Domino licenses you actually need?
Migr8IT's Solution
Migr8IT conducted a specialist Domino licensing audit to analyse user activity, directory structures, and application access across the organisation’s global Domino environment.
The objective was to identify inactive and unnecessary licensed users while ensuring business-critical applications and workflows remained fully accessible.
92.9%
Reduction in Licensed Users
£50K+
Annual Licence Cost Eliminated
650
Inactive Users Safely Removed
Delivery Approach
Rather than simply removing directory accounts, the specialist analysis examined how users interacted with business applications, to ensure no operational access would be disrupted.
Alongside the licensing audit, Migr8IT conducted a broader security review of the cloud-hosted Domino environment, removing inactive web users, tightening access controls, and eliminating unnecessary privileges that had accumulated over time.
The engagement resulted in a 92% reduction in licensed users, delivering significant cost savings while improving governance and security across the platform.
This case demonstrates how specialist Domino expertise can safely optimise licensing without risking disruption to critical applications or business processes.
Not sure how many Domino licenses you actually need?
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Business Outcomes from Specialist-Led Domino Licensing Review
Evidence-led Cost Control
Evidence-based licensing decisions replaced historic directory assumptions, enabling accurate user counts and measurable cost reduction.
Lower Risk During Domino Retirement Planning
User reductions were aligned with application retirement planning, ensuring no disruption to live business processes.
Auditable Licensing Decisions
IT and procurement teams gained a clear, auditable basis for Domino user counts and licensing requirements.
Improved Security Posture
Dormant and unnecessary accounts were removed, reducing access risk and improving governance across the Domino environment.
Freed Budget for Domino Modernisation
Licensing savings released budget to support the organisation’s wider Domino transformation programme.
Foundation for Domino Modernisation
The licensing audit provided clear visibility of application usage and user activity, supporting the organisation’s wider Domino retirement and transformation roadmap.
Domino Licensing Review Frequently Asked Questions
What is Domino licensing optimisation?
Domino licensing optimisation is the process of aligning your license counts with actual, provable platform usage, rather than historical assumptions or directory sprawl. We identify who genuinely needs access, what they use, and remove waste without breaking business-critical systems.
Why do organisations typically over-license Domino?
Most Domino estates have grown organically over many years. User accounts remain active long after roles change, applications are retired, or access is no longer required. Without specialist analysis, organisations often renew licenses based on directory size rather than real usage.
How do you determine who actually needs a Domino license?
We analyse real Domino usage data across applications, mail, and services, combined with Domino directory expertise. This allows us to distinguish active users, service accounts, application access, and legacy entries that no longer justify a license.
This is evidence-based analysis, not guesswork.
Will licensing optimisation disrupt users or applications?
No. The exercise is non-intrusive and designed to protect business continuity. Changes are only made once validated, agreed, and aligned with application usage and operational needs.
Can this help reduce licensing risk as well as cost?
Yes. Correctly aligning licenses reduces the risk of under-licensing, audit exposure, and non-compliance. You gain a defensible position based on documented usage and specialist validation.
Is this relevant if we are planning to retire Domino?
Absolutely. In fact, it is most valuable during transition. Optimising licenses early reduces unnecessary spend during the retirement period and ensures you only pay for what is genuinely required while applications are decommissioned or migrated.
Can Migr8IT procure Domino licenses on our behalf?
Yes. Migr8IT are registered Domino resellers and can manage license procurement for you. This removes procurement friction, ensures the correct license types are applied, and gives you a single specialist point of accountability from analysis through to purchase.
How quickly can licensing savings be realised?
In most cases, reductions can be implemented in phases, with immediate savings at renewal and further reductions as applications are retired or access is removed. We prioritise fast, low-risk wins first.
Do you provide documentation to support audit and governance?
Yes. We provide clear reporting showing current usage, recommended license levels, assumptions removed, and decisions made. This creates a defensible audit trail for IT, procurement, and compliance teams.
Why use a Domino specialist instead of a generic licensing review?
Because Domino licensing is tightly coupled to platform behaviour, application access, and directory structure. Generic reviews often miss hidden dependencies or overestimate risk. Specialist analysis delivers accurate reductions without unintended consequences.
Who typically sponsors this work?
Usually IT leadership, infrastructure teams, or procurement, often working together. The outcome benefits all three: lower cost, reduced risk, and clearer ownership.