IT OPS
Seat Reclaim Approval Board in Monday
Detects idle paid seats from SSO telemetry and opens a tracked reclaim approval item per seat on a Monday.com board, then notifies the assigned approver.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily schedule fires
- ActionPull seats joined to SSO last-login from PostgresPostgres
- LogicSelect idle seats not already on board
- ActionCreate Pending Approval item per seat in Mondaymonday.com
- OutputPing assigned approvers in SlackSlack
What it does
This workflow converts idle-seat findings into governed approvals. For every paid seat that SSO data shows as unused past threshold, it creates a reclaim item on a Monday.com board with the app, holder, cost, last-login date, and a status of Pending Approval. Each item is assigned to the right cost-center owner so reclamation is reviewed, not silently executed.
When to use it
Use this when reclaiming a seat needs a human sign-off — for example, regulated environments, exec tools, or shared service accounts where auto-removal is risky. It gives IT a defensible paper trail of who approved each reclaim and when.
How it works
- 1A daily schedule starts the run.
- 2The workflow pulls seat assignments joined to SSO last-login telemetry from Postgres.
- 3A logic step selects only seats idle beyond threshold and skips any already tracked on the board.
- 4For each candidate it creates a Monday.com item with cost, holder, and last-login, setting status to Pending Approval and assigning the cost-center owner.
- 5It posts a Slack ping to each approver linking their pending items so review happens the same day.
Set it up
What you configure once, before turning it on.
- 1Connect PostgresAny Postgres URL — query, write, migrate.
- 2Connect monday.comVisual work management for teams.
- 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.
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