CHATBOTS
Teams IT Bot: Departure-Triggered SaaS Seat Reclaim
When HR posts a departure to a webhook, the bot revokes the leaver's SaaS seats, reassigns reclaimed licenses, and reports the savings into a Teams channel.
How it runs
The automated pipeline, trigger to output.
- TriggerHR departure webhook receivedHTTP webhook
- LogicConfirm last day passed and resolve SaaS accounts
- ActionRevoke leaver seats across providersSalesforce
- ActionRecord reclaimed seats and cost in inventoryClickUp
- OutputPost reclaim summary with savings to TeamsMicrosoft Teams
What it does
Reclaims SaaS licenses the moment someone leaves. An inbound HR webhook fires the workflow, which enumerates the departing employee's active seats across connected apps, revokes each one, marks the freed seats as available for reassignment, and summarizes recovered cost in Teams.
When to use it
Use it to stop paying for orphaned licenses and to close the security gap between an employee leaving and their access being cut. Best when offboarding events already emit a structured webhook from your HRIS.
How it works
- 1An HR system sends a departure webhook with the employee's email and last day.
- 2A logic step confirms the last day has passed and resolves the employee's SaaS accounts.
- 3The bot calls each provider's admin API to revoke or deactivate the leaver's seats.
- 4Reclaimed seats and their monthly cost are recorded in a ClickUp inventory list.
- 5The bot posts a reclaim summary, including monthly savings, to the IT Teams channel.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect SalesforceAccounts, opportunities, cases.
- 3Connect ClickUpDocs + tasks + chats in one workspace.
- 4Connect Microsoft TeamsChannels, chats, files.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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