Atlassian Site Consolidation and Licensing Optimisation

The Challenge

Many organisations, particularly those that have grown quickly, completed acquisitions, or operate across multiple business units, accumulate multiple Atlassian Cloud sites over time. This often results in:

Rising licensing costs due to duplicate or underused subscriptions.
Fragmented collaboration and inconsistent workflows across teams.
Complex user, licence, and access management.
Technical debt from duplicated configurations, redundant add-ons, and overlapping structures.
Difficulty enforcing governance, compliance, and visibility.

This fragmentation slows teams down, creates waste, and limits the potential value of the Atlassian ecosystem.

The Solution

Elegance Group applies a structured approach to consolidate Atlassian sites, rationalise licensing, and create a unified environment with minimal disruption.

Discovery & Licensing Audit

We begin with a comprehensive review of your Atlassian footprint, including all sites, licences, user counts, product usage, add-ons, and subscription patterns.
We identify redundant licences, underutilised instances, and opportunities to reduce costs and simplify administration.
Evidence-based recommendations are developed to optimise both spend and structure.

Site & Instance Consolidation

When multiple Cloud sites exist, we merge them into a single organisation or instance. This includes the migration of users, data, projects, spaces, and permissions.
Legacy Server or Data Center environments are evaluated for consolidation and, if appropriate, brought into a unified Cloud architecture.
We align configurations across workflows, permission schemes, and project templates to eliminate duplication and reduce complexity.

Licensing Optimisation

We transition clients to more cost-effective licence structures by using bundled subscriptions, enterprise plans, or cross-product user licensing.
Redundant add-ons and overlapping subscriptions are removed, and licensing is centralised to allow for future growth and transparency.
We implement governance practices around licence provisioning, user onboarding, and entitlement reviews.

Migration & Change Management

Migrations are carefully planned and include user alignment, data mapping, access provisioning, and service continuity.
Identity and access are integrated with systems such as Okta or Azure AD, and test migrations are conducted with subsets of users and content.
End users and administrators are supported with training, documentation, and go-live support to ensure a smooth transition.

Post-Migration Governance

Governance frameworks are established to maintain the environment, manage licences, and support platform evolution.
We provide best practices for permission management, project standards, and add-on usage to ensure long-term sustainability.
Regular reviews help prevent licence creep, reduce administrative overhead, and ensure ongoing value.

The Value

Consolidating your Atlassian environment delivers lasting and measurable benefits:

Cost Savings: Significant reductions in licensing and subscription costs by removing duplication and underutilised capacity. One client saved over a million dollars within two years.
Simplified Administration: A single site with consistent configurations and centralised controls reduces complexity and effort across teams.
Stronger Collaboration: Teams work together in one environment with shared tools, workflows, and knowledge, improving communication and alignment.
Efficient Licence Management: Centralised user and licence administration simplifies provisioning, renewals, and compliance across the organisation.
Scalability: The consolidated platform can support future teams, acquisitions, and services without adding unnecessary complexity.
Lower Maintenance Overhead: A well-governed environment reduces technical debt and minimises daily admin tasks.
Faster Time to Value: Teams get more out of their tools, onboard faster, and deliver outcomes more efficiently with a clear and structured setup.

Ready to streamline your Atlassian footprint? Let’s talk about how consolidation and licensing optimisation can reduce costs, simplify operations, and future-proof your environment.