HR & RECRUITING
SaaS License Reclaim and Audit on Offboarding
Agent-driven workflow that, on a departure, inventories the employee's paid SaaS seats via a custom MCP connector, reclaims each license, and produces a cost-savings audit record.
How it runs
The automated pipeline, trigger to output.
- TriggerMonday item set to Offboardedmonday.com
- ActionInventory paid SaaS seats via MCPCustom MCP server
- ActionReclaim or downgrade each licenseCustom MCP server
- LogicEscalate non-reclaimable seats
- ActionCompute recovered monthly cost
- OutputFile audit record and post savings to SlackSlack
What it does
Reclaims paid software seats when someone leaves so you stop paying for unused licenses. An agent queries a custom MCP connector that knows your SaaS estate, builds the departing employee's seat inventory, releases or downgrades each seat, and writes an audit record that quantifies the monthly cost recovered. Seats that can't be reclaimed automatically are escalated.
When to use it
Use it whenever an employee is offboarded and you want license spend reclaimed immediately rather than at the next renewal. Best for finance-conscious IT and HR teams managing dozens of per-seat tools.
How it works
- 1A monday item moving to "Offboarded" triggers the workflow.
- 2The agent calls the custom MCP connector to inventory every paid seat tied to the employee's identity.
- 3For each seat it reclaims or downgrades the license through the connector.
- 4A logic step routes any seat that returns a non-reclaimable status to a manual escalation list.
- 5It computes the recovered monthly cost across all reclaimed seats.
- 6An audit record and savings summary are filed and posted to the IT and finance channel.
Set it up
What you configure once, before turning it on.
- 1Connect monday.comVisual work management for teams.
- 2Connect Custom MCP serverConnect any MCP-compatible tool you own.
- 3Connect SlackChannels, DMs, threads, mentions.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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