IT OPS
Reclaim inactive SaaS seats with manager sign-off
Scans a SaaS app's seat roster for accounts with no login past a set threshold, asks each user's manager to confirm removal in Slack, and revokes the seat only after approval.
How it runs
The automated pipeline, trigger to output.
- TriggerMonthly schedule fires
- ActionFetch seat roster with last-login via admin APIHTTP webhook
- LogicFilter to seats idle past threshold
- ActionAsk each manager to confirm removal in SlackSlack
- LogicBranch on manager approval
- ActionRevoke approved seats via admin APIHTTP webhook
- OutputAppend decisions to Airtable audit logAirtable
What it does
Finds paid SaaS seats nobody is using and recovers their cost. The workflow pulls last-login data from your SaaS admin API, flags every account idle longer than your threshold (e.g. 45 days), and routes each candidate to the right manager for a one-click approve or keep decision before any seat is touched.
When to use it
Run it monthly against expensive per-seat tools (design suites, BI, project management) where licenses quietly outlive the employees who requested them. Best when you want reclamation to be safe and auditable rather than automatic.
How it works
- 1A monthly schedule kicks off the sweep.
- 2The workflow calls the SaaS app's admin API over HTTP to fetch every seat with its last-active timestamp.
- 3A filter keeps only accounts idle past the threshold.
- 4For each candidate it posts an interactive Slack message to the user's manager asking to confirm removal.
- 5On approval, it calls the admin API again to deactivate the seat; declines are skipped.
- 6Every decision and revocation is appended to an Airtable audit log.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Connect AirtableBases, tables, views, automations.
- 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 it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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