Exporting from Microsoft 365 users

1. 1.In the Microsoft 365 admin centre for the client's tenant, go to Users, then Active users.
2. 2.Choose Export users (in some layouts it sits under the More actions menu). The file is a CSV of every account.
3. 3.Repeat for each client tenant you manage, then combine the files into one, or upload one per client.

Microsoft's export has no client or type column. Add a Client column holding the client's name exactly as in your clients file, and a Type column holding user on every row.

• Export three to six months of tickets and time entries, ending with the last full month. Use the same start and end date for both: the analysis period is the months those dates span.
• Fewer than three months gives too little to compare; more than six makes old agreements and leavers more likely to blur the picture.
• The clients file, users and devices, and billing lines describe what is in place now: current agreements, active users and devices, and current recurring charges. They have no date range.
• Users and devices with a created or first-seen date let Headroom tell when each one was added, so a monthly figure reflects when growth happened.

• Remove accounts that are not people you support: shared mailboxes, room and equipment mailboxes, service and break-glass accounts, and unlicensed accounts you don't bill for. Left in, they count as users.
• Remove accounts with Block credential set to True: they are blocked from signing in. Don't map Block credential to Status; its True or False doesn't read as active or inactive.
• The Licenses column can hold several licences in one cell. Headroom compares a user's licence with your billing line names, so keep the licence you bill for (for example Microsoft 365 Business Premium) and make it match the billing line's name.
• When created is the account's creation date. It lets Headroom count each user from the month they were added.
• Dates are read as day/month/year or year-month-day, with or without a time. If your export writes dates month first (US style, 03/14/2026), change the column's date format in the spreadsheet before uploading.
• Client names must match across every file. Headroom ignores case, spaces and punctuation ("ABC Ltd" and "abc ltd." match) but not different names ("ABC" and "ABC Holdings"). Rename in the spreadsheet before upload if your RMM or Microsoft 365 uses a different name.

Other guides

• ConnectWise PSAWhich ConnectWise PSA lists and reports give Headroom its clients, tickets, time entries and billing lines, and how the columns map.Clients, Tickets, Time entries, Billing / agreements
• Autotask PSA (Datto)Which Autotask PSA searches and reports give Headroom its clients, tickets, time entries and billing lines, and how the columns map.Clients, Tickets, Time entries, Billing / agreements
• HaloPSAWhich HaloPSA lists and reports give Headroom its clients, tickets, time entries and billing lines, and how the columns map.Clients, Tickets, Time entries, Billing / agreements
• SyncroWhich Syncro lists give Headroom its clients, tickets, time, assets and billing lines, and how the columns map.Clients, Tickets, Time entries, Users & devices, Billing / agreements
• RMM device listsHow to export a device list from an RMM such as NinjaOne, Datto RMM or N-able for Headroom's users and devices file.Users & devices