How RIO gained full transparency over its IT assets and licenses with Setyl

“What would I tell other companies about Setyl? I would say, just buy it. The platform works well, and the functionalities are exactly what we need.”

Alexander Schuster

IT Administrator at RIO

Before Setyl

Alex and his team inherited an Excel spreadsheet, which was used to track the company’s IT assets. However, with pages and pages of data, and multiple people using the spreadsheet in different ways over time, the data lacked structure and accuracy. This led to the company losing track of many assets.

Meanwhile, licenses were not tracked at all.

The RIO team was therefore looking for an ITAM platform that would provide better structure and visibility over their assets, while also enabling effective license tracking.

The solution

After exploring and testing different ITAM software options, Setyl came out on top for Alex and his team. 

Among other benefits, the Setyl platform was one of few solutions that offered the complete Microsoft Azure AD (now Entra ID) integration they were looking for, for people, asset and application detection.

Setyl also met the strict data protection and privacy requirements of the Volkswagen Group. And it offered all this at a much better price point than enterprise solutions, which were also considerably more complex than the team’s current needs.

Following a speedy onboarding thanks to Setyl’s intuitive interface and functionalities, RIO was quickly up and running with a comprehensive information register that offers full transparency over its IT assets, licenses, users and spend.

The team now uses Setyl for:

• IT asset management, including tracking assigned users, departments, locations, depreciation, and asset lifecycle — from laptops, monitors and mobile phones, to projectors, keys, and wireless routers.
• Software application management, including mapping license renewals.
• Employee onboarding and offboarding, including assigning assets and licenses, recovering hardware and canceling subscriptions.
• IT spend management and reporting.‍
• Integrations with Microsoft 365 for automated user syncing and software license detection, Microsoft Intune and Autopilot and Cisco Meraki for importing assets, and Microsoft Entra IDP (previously Azure) for app detection.

The results

More effective onboarding and offboarding of employees

“We can easily assign the assets and licenses needed to new starters. They then get an automated survey where they confirm that they received the assets. And during offboarding, in addition to the physical assets, we also know what licenses and contracts they had, and which ones need to be reassigned or canceled.”

Collaboration and visibility across departments

“Our Finance department can log into Setyl to look at how many laptops were bought last year, or how much we’re spending on licenses. Our CTO can find out how much an engineer, HR manager, or even whole office is costing the company in terms of IT assets and licenses. And when somebody is leaving the company, HR can see what assets they have, and make sure they hand them in on their last day.”

Cost savings

“Because we are more effectively managing equipment and assigning licenses, we are able to make savings and cut unused spend. For example, we don’t forget about paid-for licenses anymore, we can see if mobile subscriptions need to be canceled when offboarding employees, and we don’t lose track of assets.”

Security audit preparation

The team at RIO also plans to use Setyl to prepare for and meet the requirements of upcoming security audits.

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