User Management and License Optimizer for Jira and ConfluenceUser Management and License Optimizer for Jira and Confluence

First-Time Setup

This guide walks you through the steps to install, configure, and activate User Management and License Optimizer on your Atlassian Cloud site.

Prerequisites

Before you begin, confirm the following requirements are met:

  • Organization Admin role - You must be an Organization Admin in your Atlassian organization. Site Admins and Product Admins cannot complete all setup steps.

  • Access to admin.atlassian.com - You need to sign in to the Atlassian Administration console to create the required Organization API Key.

  • Email verification - The email address associated with your Atlassian account must be verified. API key creation requires this.

  • Identify your largest Jira site - Install the app on your largest Jira site (by billable user count) to maximize your license value. The app manages all sites in your organization from a single installation.

Step 1: Install from the Atlassian Marketplace

  1. Go to Jira Settings > Apps > Find new apps.

  2. Search for User Management and License Optimizer.

  3. Click Install (or Try it free for the evaluation period).

  4. Wait for the installation to complete. Jira confirms the app has been added.

Alternatively, install directly from the Atlassian Marketplace listing.

Step 2: Open the App

After installation, open the app from the Jira top navigation:

  1. Click Apps in the Jira top menu bar.

  2. Select User Management and License Optimizer.

  3. The app opens and displays the Dashboard.

Step 3: Create and Enter the Organization API Key

The app requires an Organization API Key to access user and license data across your Atlassian organization. Without this key, the app cannot sync user information.

  1. In the app, navigate to Settings.

  2. Under the Organization API Key section, you will see a prompt to enter your key.

  3. Open a new browser tab and go to admin.atlassian.com.

  4. Navigate to Settings > API keys.

  5. Click Create API key, give it a descriptive name (e.g., "User Management App"), and set an expiration date.

  6. Copy the generated API key immediately - it is only shown once.

  7. Return to the app Settings page and paste the key into the Organization API Key field.

  8. Click Save.

For detailed instructions, see Organization API Key.

Set up expiration reminders

Organization API Keys expire on the date you set during creation. Configure a webhook notification in Settings to receive a reminder 7 days before expiration. After expiry, the app cannot sync or perform operations until you create and enter a new key.

Step 4: Run the Initial Sync

After saving the API key, the app begins its first data sync automatically. This sync pulls user, group, and product access data from all sites in your organization into the app's database.

Initial sync duration

The first sync may take several minutes for large organizations (1,000+ users). During this time, the Dashboard and User Browser display partial data. Wait for the sync to complete before making changes. You can check sync status in the app header.

Step 5: Review Your Dashboard and Settings

Once the sync completes, review the following areas:

Dashboard

  • Verify that the Dashboard displays product tiles for all expected Atlassian products (Jira Software, JSM, Confluence, and others).

  • Check the active and inactive user counts per product. These numbers should match your expectations based on your organization size.

  • If your organization has multiple sites, use the site selector to confirm all sites appear.

Sync Schedule

  • Go to Settings and review the automatic sync schedule. By default, the app syncs every 24 hours.

  • Choose a sync time that falls outside your peak usage hours. For details on sync behavior, see Sync and Data Freshness.

App Access Control

  • By default, only Organization Admins can use the app. If you need to grant access to Product Admins or User Access Admins, configure this under App Access Control.

Access control warning

Granting app access to Product Admins or User Access Admins gives them full organization-wide capabilities (managing users, groups, bulk operations, and automated tasks across all sites). Only grant access to trusted administrators.

Next Steps

After completing the initial setup, continue with the Quick Start Guide to learn how to use the Dashboard, User Browser, and Bulk Operations.