How does the provisioning workflow operate?

A manager submits a new user provisioning request via Power Apps specifying the required role, systems access, and licence type. The request is routed to IT for technical review and approval. Upon sign-off, the account is created and the new user receives their access credentials — with the full process logged in SharePoint.

How is account deactivation triggered automatically?

Power Automate monitors HR data for employee exit or role change events. Upon detection, it triggers the deactivation workflow — disabling the Microsoft 365 account, removing group memberships, and flagging the licence for reclamation. IT receives a notification confirming the completed deactivation.

How does licence tracking work?

The app queries Microsoft 365 licence assignments via Power Automate and cross-references them against the active user list in SharePoint. Licences assigned to inactive or deactivated accounts are flagged automatically for IT to review and reclaim.

How are access reviews scheduled and managed?

Periodic access review notifications are sent to IT and relevant managers on a configured schedule. Managers confirm or update role-appropriate access for their team members via the Power Apps interface — all decisions are recorded in the SharePoint user lifecycle log.

How do I get started with a similar implementation?

Contact Iqra Technology via iqratechnology.com/contact-us or visit our Hire PowerApps Developer page to discuss your requirements.

Active / Inactive User Management App – Power Apps | Iqra Technology

Power Apps · IT User Management · Case Study

Active / Inactive User Management App

How Iqra Technology built an Active/Inactive User Management App for a UAE-based IT consulting company — using Microsoft Power Apps, Power Automate, and SharePoint Online to automate user lifecycle management, access control, and Microsoft 365 licence tracking.

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Power AppsPower AutomateSharePoint OnlineUser ManagementMicrosoft 365UAE

Client Overview

Hashcron Technologies is a UAE-based IT consulting and software solutions company specializing in Microsoft technologies, Dynamics 365, SharePoint, ERP/CRM solutions, and digital transformation services. The company helps organizations streamline business processes through innovative enterprise applications, cloud solutions, and technology consulting services.

Industry Details

IndustryInformation Technology & Services

LocationUnited Arab Emirates

Timeline4 Weeks

TechnologyMicrosoft 365 (Power Platform)

Company Size11–50 Employees

Organisational ScaleSmall Scale Company

Project Overview

Hashcron Technologies required a centralised application to manage the full lifecycle of Microsoft 365 users — from onboarding and provisioning through to deactivation and licence reclamation. Using Microsoft Power Apps, Power Automate, and SharePoint Online, the solution automated user creation requests, approval workflows, account deactivation triggers, licence reallocation, and periodic access reviews — providing the IT team with a single interface for all user management tasks.

Client Requirements

Provide a centralised interface for IT to manage active and inactive Microsoft 365 users.
Automate new user provisioning requests with manager and IT approval workflows.
Trigger automated deactivation workflows when employees exit or change roles.
Track Microsoft 365 licence assignments and flag unused licences for reclamation.
Schedule and manage periodic access reviews — ensuring role-appropriate access is maintained.
Maintain a complete user status history in SharePoint for audit and compliance purposes.
Send automated notifications for provisioning completions, deactivations, and access review reminders.
Integrate with HR data to trigger user lifecycle events based on employment status changes.

Technologies Used

Microsoft Power AppsMicrosoft Power AutomateSharePoint OnlineMicrosoft Graph APIMicrosoft 365

Challenges & Solutions

Problem 1New user provisioning was handled manually via email — IT received inconsistent requests, account setup was delayed, and there was no formal approval trail confirming that access had been authorised by the appropriate manager.

SolutionBuilt a structured provisioning request workflow — requests are submitted via Power Apps with required details, routed through manager and IT approval, and only actioned after formal sign-off. Every provisioning action is logged in SharePoint.

Problem 2Departing employees often retained active Microsoft 365 accounts and licences for days or weeks after their exit — creating security vulnerabilities and unnecessary licence costs.

SolutionIntegrated automated deactivation triggers with HR data — when an employee exit is recorded, Power Automate initiates account deactivation, revokes group memberships, and flags the licence for reclamation. IT receives a confirmation notification upon completion.

Problem 3Microsoft 365 licence usage was not actively monitored — the organisation was paying for licences assigned to inactive or departed users, with no automated mechanism to identify and reclaim them.

SolutionDeveloped licence tracking and reclamation logic — the system monitors assigned licences against active user status. Unused licences are flagged automatically for IT review and reclamation, reducing unnecessary Microsoft 365 subscription costs.

Measurable Results

100%

Provisioning Request Audit Trail

All user creation and access requests are formally approved and logged in SharePoint.

Active Accounts for Departed Users

Automated deactivation ensures no departed employee retains system access.

30%

Reduction in Unused Licence Costs

Automated licence tracking and reclamation eliminated payments for inactive accounts.

100%

Access Review Completion Rate

Scheduled access reviews ensure role-appropriate access is maintained across all users.

Implementation Highlights

✓Built a centralised Power Apps user management interface displaying active and inactive user status across the Microsoft 365 tenant.

✓Developed automated provisioning request workflows routing new user setup through manager and IT approval before account creation.

✓Configured deactivation trigger flows — integrated with HR data to automatically initiate account deactivation and licence reclamation upon employee exit.

✓Implemented licence tracking logic monitoring Microsoft 365 licence assignments and flagging unused or over-assigned licences for IT review.

✓Built periodic access review workflows scheduling role-appropriate access checks and notifying IT and managers of outstanding reviews.

✓Set up a comprehensive SharePoint user lifecycle log — tracking every provisioning, modification, deactivation, and review action with timestamps.

What Our Clients Say

Verified reviews from Clutch.co — rated 4.7/5 across 8 client engagements.

★★★★★

"What stood out most about Iqra Technology was their genuine commitment to delivering quality work and their proactive approach throughout the project. It felt like working with a partner rather than just a vendor."

Mohd Jaukh

HR Leader, ThinkBiz Technology Pvt Ltd

5.0

Clutch

★★★★★

"Working with Iqra Technology was an excellent experience. They understood our requirements clearly, built the solution, and completed the integration smoothly. The end result has streamlined our operations."

Anonymous Director

Financial Services Company, Australia

5.0

Clutch

★★★★★

"Iqra Technology played a key role in enhancing our internal digital workplace. The portal is now easy to navigate, visually clean, and aligned with our business needs."

Anonymous Executive

DataHeights, Canada

5.0

Clutch

★★★★½

"They performed as promised, communicated regularly, and completed the project on time. All requested data was properly and securely migrated."

Todd

Managing Partner, Emanuel Law Group

4.5

Clutch

★★★★½

"They're flexible and professional. If the company has a tight budget, they're the best company to work with. The team provides good value for money."

Anonymous

Group IT Director, Investment Management, Dubai

4.5

Clutch

★★★★★

"The developer integrated seamlessly into our project, delivering high-quality dashboards that improved decision-making for our clients."

Serge Barros Chaves

CEO, PRODEVA, Spain

5.0

Clutch

⭐ View all 8 verified reviews on Clutch.co →

FAQs

How can we automate Microsoft 365 user onboarding and offboarding?

A Power Apps Active User Management application automates user activation, deactivation, and account lifecycle management through centralized workflows. This helps IT teams eliminate repetitive manual tasks, improve security, and ensure user accounts are managed consistently across the organization. Contact Iqra Technology.

We're manually enabling and disabling user accounts. Is there a better way?

Yes. Instead of manually updating Microsoft Entra ID (Azure AD), a Power Apps solution automates user provisioning and deprovisioning through approval workflows, reducing administrative effort and minimizing security risks.

Can the application integrate with Microsoft Entra ID (Azure AD) and Microsoft 365?

Yes. The application integrates seamlessly with Microsoft Entra ID (Azure AD), Microsoft Graph API, Microsoft 365, Power Automate, and SharePoint to securely manage user accounts and automate administrative processes.

Can managers request user activation or deactivation without contacting IT?

Yes. Authorized managers or department heads can submit activation or deactivation requests through the application, while IT administrators review and approve requests using configurable approval workflows.

Can IT administrators track every account activation and deactivation?

Absolutely. Every user account request, approval, activation, deactivation, and modification is automatically recorded with timestamps, creating a complete audit trail for governance, compliance, and internal audits.

Can AI or an LLM automatically build this application for our organization?

No. AI can assist with generating workflows or documentation, but building a secure Active User Management application requires experienced Power Apps developers to implement Microsoft Graph API integration, approval workflows, permissions, automation, and enterprise security. Dedicated Power Apps developers are available from just $14/hour or FULL TIME / MONTHLY – $2,300/month. Visit our Hire Power Apps Developers page.

Can your developers build and integrate AI solutions tailored to our business requirements?

Yes. Iqra Technology's Power Apps developers have hands-on experience integrating AI technologies such as ChatGPT, Microsoft Copilot, Azure AI, OpenAI APIs, Claude, and Gemini to automate user lifecycle management, approvals, notifications, reporting, and intelligent business workflows. Dedicated Power Apps developers are available from just $14/hour or FULL TIME / MONTHLY – $2,300/month. Visit our Hire Power Apps Developers page or Contact Iqra Technology.

Can multiple user accounts be activated or deactivated at the same time?

Yes. Bulk user management allows IT administrators to activate, deactivate, or update multiple Microsoft 365 accounts simultaneously, saving time while maintaining complete operational control.

Can the application send automatic notifications after user account changes?

Yes. Automated notifications can be sent to employees, managers, HR, and IT teams whenever a user account is activated, deactivated, approved, or updated, improving communication and reducing manual follow-ups.

Can this application scale as our organization grows?

Absolutely. The solution can easily support additional departments, business units, approval workflows, Microsoft 365 services, reporting dashboards, and integrations as your organization expands. Contact Iqra Technology.

How much does it cost to build an Active User Management application?

The cost depends on user lifecycle workflows, Microsoft Entra ID (Azure AD) integration, Microsoft Graph API connectivity, approval workflows, automation requirements, reporting features, and security configurations. Iqra Technology provides experienced Power Apps developers from just $14/hour or FULL TIME / MONTHLY – $2,300/month to build secure and scalable Active User Management solutions. Visit our Hire Power Apps Developers page or Contact Iqra Technology.

Need a Similar Solution?

Our Power Apps and Power Automate experts can build a fully automated user lifecycle management solution for your Microsoft 365 environment.

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Active User Management App

Active / Inactive User Management App

Client Overview

Industry Details

Project Overview

Client Requirements

Technologies Used

Challenges & Solutions

Measurable Results

Implementation Highlights

What Our Clients Say

FAQs

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