IT OPS
Reclaim Inactive SaaS Seats with Manager Approval
Scans an Airtable license register for seats with no login past a threshold, then asks each user's manager in Slack to approve or keep the seat before any change is made.
How it runs
The automated pipeline, trigger to output.
- TriggerWeekly schedule fires
- ActionRead seat register from AirtableAirtable
- LogicFilter seats past inactivity threshold
- ActionSend Approve/Keep prompt to manager in SlackSlack
- OutputWrite manager decision back to Airtable rowAirtable
What it does
Finds paid SaaS seats that have gone quiet and routes a reclaim decision to the right manager before anyone loses access. Nothing is revoked automatically — a human approves first, and the outcome is written back to your license register.
When to use it
Run it weekly when you own a portfolio of per-seat tools (design suites, BI, dev tools) and want to cut waste without surprising employees or breaking active workflows.
How it works
- 1A weekly schedule fires the run.
- 2The flow reads every seat row from the Airtable license register, including last-login date and assigned manager.
- 3A filter keeps only seats whose last login is older than the inactivity threshold (e.g. 45 days).
- 4For each flagged seat, an interactive Slack message goes to the manager with Approve reclaim / Keep buttons.
- 5The manager's button click is captured and the decision is written back to the seat row in Airtable, with reclaimed seats marked for deprovisioning.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, 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.