IT OPS
Offboarding License Reclaim and Cost Recovery Audit
On a scheduled run, this workflow finds recently departed users still holding paid SaaS seats, reclaims the licenses, and reports the monthly savings to finance and IT.
How it runs
The automated pipeline, trigger to output.
- TriggerScheduled audit run (weekly)
- ActionPull departed-user rosterAirtable
- LogicMatch departed users to active seats
- ActionRemove GitHub org membershipGitHub
- ActionDeactivate Salesforce userSalesforce
- OutputPost reclaimed-seat savings summarySlack
What it does
Catches the licenses that offboarding usually misses. It scans your HR roster for users marked as departed, cross-checks them against active SaaS seats, releases any seats still assigned, and tallies the recovered spend so finance can see the savings.
When to use it
Run this weekly or monthly when you suspect seat sprawl: people leave, their accounts get disabled, but the paid GitHub, Salesforce, or HubSpot seat keeps billing. Ideal for IT and finance teams trying to stop paying for ghosts.
How it works
- 1A schedule triggers the audit on your chosen cadence (e.g., every Monday).
- 2The workflow pulls the current departed-user list from your HR roster table.
- 3It checks each departed user against active GitHub organization seats and active Salesforce licenses.
- 4For anyone still holding a seat, it removes the GitHub membership and deactivates the Salesforce user, freeing the license.
- 5It calculates the reclaimed monthly cost and posts a savings summary plus the reclaimed-seat list to the IT and finance channel.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect GitHubRepos, issues, pull requests, actions.
- 3Connect SalesforceAccounts, opportunities, cases.
- 4Connect SlackChannels, DMs, threads, mentions.
- 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 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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