IT OPS
Self-service license reclaim with a grace-period nudge
Detects inactive seats, gives each user a chance to keep their license via a Microsoft Teams prompt.
How it runs
The automated pipeline, trigger to output.
- TriggerScheduled scan finds idle seats via vendor APIHTTP webhook
- ActionSend user a keep-or-lose prompt in Microsoft TeamsMicrosoft Teams
- LogicWait grace period, then re-check login and response
- ActionReclaim unclaimed seats via admin APIHTTP webhook
- OutputLog reclamations to AirtableAirtable
What it does
Reclaims unused seats while giving people a fair chance to opt out. When a seat goes idle, the user gets a Teams message asking if they still need the tool. If they click keep or simply log back in within the grace window, nothing happens. If the window lapses with no response, the seat is automatically reclaimed.
When to use it
Use it for broadly distributed tools where pinging a manager for every seat is too heavy, and you'd rather put the decision on the user with a safety net. Good for reducing license waste at scale without an approval bottleneck.
How it works
- 1A scheduled run scans the vendor API over HTTP for seats idle past the trigger threshold.
- 2Each flagged user receives a Microsoft Teams prompt with a keep option and the grace deadline.
- 3The workflow waits out the grace period.
- 4A branch re-checks activity and response: any login or keep click cancels reclamation.
- 5Unclaimed seats are deactivated via the vendor admin API.
- 6Reclaimed seats are logged to Airtable with the user's non-response noted.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect Microsoft TeamsChannels, chats, files.
- 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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