IT OPS
Pre-Renewal Seat Right-Sizing Review
Fires ahead of each license renewal date on your calendar, builds a usage report of active vs. dormant seats.
How it runs
The automated pipeline, trigger to output.
- TriggerRenewal calendar event reminder firesGoogle Calendar
- ActionRead vendor seat usage from AirtableAirtable
- LogicSplit active vs dormant, compute renewal qty
- OutputPost right-sizing recommendation to SlackSlack
What it does
Catches over-provisioning before the invoice lands. A few weeks before a contract renews, it pulls current seat usage, calculates how many seats are actually active, and recommends a renewal count so you don't pay for dormant licenses another year.
When to use it
Ideal for annual or quarterly SaaS contracts where renewal is the only realistic moment to drop unused seats. Run it per vendor so each negotiation starts from real data.
How it works
- 1A Google Calendar event tagged as a license renewal triggers the run on its reminder.
- 2The flow reads the vendor's seat usage rows from Airtable, including last-activity dates.
- 3A logic step splits seats into active and dormant buckets and computes the recommended renewal quantity.
- 4A summary with current cost, suggested seat count, and projected savings is posted to the procurement Slack channel for sign-off.
Set it up
What you configure once, before turning it on.
- 1Connect Google CalendarEvents, attendees, availability.
- 2Connect AirtableBases, tables, views, automations.
- 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 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.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.