Cleanup

Cleanup lists paid licenses and agents that may no longer be needed, across your clients, so your team can review them in one place. It reads data your integrations already sync. Every row is a candidate to review: Cleanup never removes a license, unassigns a seat or uninstalls an agent, and nothing changes at any vendor. Cleanup is for MSP staff. Company users never see it.

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Before you start

• Open it from the sidebar at MSP Tools > Cleanup.
• Each tab needs its own access in the role editor (Settings > Users & Roles):

  Tab	Access it needs
  Licenses	Read on Cloud: Licenses, plus Read on Cloud for Microsoft 365 rows or Read on Storefront for Adobe rows.
  Idle agents	Read on Devices.
  Kept	Access to either of the other tabs.

  Write and Manage include Read. Cleanup opens on Licenses when your role can read it, and on Idle agents otherwise.
• Keeping an item needs Write on the permission that covers it: Cloud for Microsoft 365 licenses and accounts, Storefront for Adobe seats and Devices for agents. Without it, you can read the lists and the Kept tab, but you see no row menu and no checkboxes.
• Adding items to the Planner needs Write on Planner. Creating tickets needs permission to create tickets.
• Cleanup can only list what your integrations sync. Connect Microsoft 365, CIPP, Adobe and your RMM and security tools, and map their companies. See Integration Company Mapping.

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Choose the companies

Cleanup follows the company selector at the top of the app. Unless you select a single company, each tab shows a Company column, and its column filter narrows the list to some of the companies in scope. Changing the company selector reloads the tab and clears its filters, sort and page.

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Review licenses

The Licenses tab lists paid licenses for a reason shown in the Reason column: Free, trial, viral and zero-cost licenses are never listed. Storage add-ons sold by the gigabyte do not count as spare seats. An account already listed for a disabled-account license is not listed again for inactivity. No sign-in for 30+ days uses only CIPP connections that are active and not paused. The summary rail above the table shows:

• On disabled accounts: paid licenses on disabled accounts, and how many accounts hold them.
• Inactive accounts: accounts with a paid license and no sign-in for 30+ days.
• Spare seats: unassigned paid seats, and how many subscriptions they come from.
• Kept: items your team chose to keep. Click it to open the Kept tab.

Click On disabled accounts, Inactive accounts or Spare seats to filter the table to that reason. Click the same card again to clear the filter. The table also shows User, License, Count, Last sign-in and Source. A Disabled tag beside a user on an inactive-account row means the account is disabled too.

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Review idle agents

The Idle agents tab lists agents whose own vendor has not heard from them for a while. Each agent from each tool is its own row, so a device with a stale Huntress agent and a stale NinjaOne agent appears twice. Agents come from Huntress, NinjaOne, Datto RMM, N-able N-central, Addigy, Intune (CIPP), Liongard, Cork, Bitdefender and Action1. Paused or inactive integrations are left out, because their check-in times stop updating. An agent with no check-in time is never listed. Meraki, PSA, documentation tools, ConnectWise RMM, DNSFilter and network monitoring tools are not included. The summary rail shows Idle agents (and how many tools they come from), Devices with at least one idle agent, and Kept. Click Idle agents to clear the table’s filters.

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Filter, sort and export

Both tabs work the same way:

• Filter from the column headers. Reason, Source, Agent and Company take a list of values, Count and Idle for take a range, Last sign-in and Last check-in take a date range, and User, License and Device take text.
• Click a column header to sort.
• Use Columns to show or hide columns.
• Click Export CSV to download every row that matches your filters, across all pages. The file adds columns the table does not show, such as the sign-in name, license code, purchased and assigned seats, and each agent’s vendor ID.

The list loads 50 rows per page. The checkbox in the header selects the rows on this page, and a second click selects every row on every page that matches your filters. Actions then apply to all of them, up to 5,000 rows.

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Turn candidates into work

Send what you find to the Planner for a client conversation, or to your PSA for a technician to act on. Both group the items by company and list each one, so nobody has to copy rows by hand.

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Add to the Planner

• Add all to planner in the table header takes every item in the current, filtered list.
• To add only some, select their checkboxes and choose Actions > Add to planner, or choose Add to planner from a row’s ⋯ menu.

MSPortal creates one planner item per company, such as License cleanup: 3 items to review. Each lists that company’s candidates in its private notes, starts as Not Started and is hidden from company users. Planner items for idle agents link to their devices. With one company, the planner item opens so you can review and save it. With several, a confirmation lists each company and its item count, then creates them all and shows its progress. If a company fails, it stays in the dialog so you can try again. One run creates up to 500 planner items from up to 10,000 rows.

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Create tickets

Select items and choose Actions > Create ticket, or choose Create ticket from a row’s ⋯ menu. MSPortal creates one PSA ticket per company that lists its items. Add a Note for the technician (optional) before you click Create.

• Tickets use your compliance ticket settings for board, status, priority and type, the same as tickets created from Compliance. A company’s own ticket defaults still apply first.
• Tickets go to the PSA you create tickets in. Companies not linked to a company in that PSA are listed as skipped. Link them in your PSA integration settings.
• If your PSA doesn’t respond, MSPortal emails the request to your fallback ticket address and stops, so no other tickets are created in that run.

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Keep an item

Some candidates stay on purpose: a shared mailbox, an account on legal hold, a spare laptop in a cupboard. Keep them, and they leave the list until you remove the keep or their review date passes. To keep several items with one reason, select their checkboxes, then choose Actions > Keep. Items someone else kept in the meantime, or that are no longer reported, are skipped, and the confirmation says how many. When a review date passes, the item returns to its list with a Review due tag. Hover the tag to read the reason it was kept.

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Kept agents and automatic device cleanup

Keeping an agent also protects its device from MSPortal’s automatic device cleanup, and stops Huntress idle-agent retirement from removing it. The protection ends when you remove the keep or its review date passes.

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Manage kept items

The Kept tab lists every keep in the selected companies with its Item, Type (License or Agent), Reason, Kept by, Kept on, Review after and Status. The summary rail counts items that are Kept and items whose Review due date has passed. Click either card to filter the table to that status.

• Edit keep… in the row menu changes the reason or the review date. Click Save to replace the keep.
• Remove keep in the row menu asks you to confirm, then returns the item to its cleanup list.
• To remove several keeps, select them and choose Actions > Remove keep.
• Turn on Show removed to see the history, including who removed each keep and when.
• Export CSV downloads the kept items that match your filters.

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Troubleshooting

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Frequently asked questions

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