IT OPS
Recover Google Workspace licenses from dormant accounts
Detects Google Workspace users with no Drive activity for a configurable window, confirms each with their department lead in Slack.
How it runs
The automated pipeline, trigger to output.
- TriggerQuarterly schedule fires
- ActionList recent Drive activity per userGoogle Drive
- LogicFilter accounts dormant past window
- ActionConfirm with department lead in SlackSlack
- ActionDowngrade approved accounts via admin APIHTTP webhook
- OutputLog reclaimed seats and savings to AirtableAirtable
What it does
Identifies Google Workspace accounts that have gone dormant by checking recent Drive file activity, then reclaims their paid license after a human confirms the person no longer needs it. It turns silent, paid-but-unused Workspace seats into recovered budget.
When to use it
Use it quarterly to clean up Workspace spend after offboarding gaps, contractor rollovers, or team reorgs where accounts linger. Ideal when Drive activity is your most reliable signal that someone has stopped working in the tenant.
How it works
- 1A quarterly schedule starts the review.
- 2The workflow lists each user's recent Drive files to derive a last-activity date.
- 3A filter selects accounts with zero activity inside the dormancy window.
- 4Each candidate is sent to the relevant department lead in Slack for approve or retain.
- 5Approved accounts are downgraded via the Workspace admin API over HTTP.
- 6Reclaimed seats and estimated monthly savings are written to an Airtable register for finance review.
Set it up
What you configure once, before turning it on.
- 1Connect Google DriveDocs, sheets, slides, files.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Connect HTTP webhookTrigger any URL on agent actions.
- 4Connect AirtableBases, tables, views, automations.
- 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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Run this workflow in your colony.
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