IT OPS
Track idle SaaS seats as a Monday reclamation board
Scans SaaS apps for seats unused 60+ days and creates a tracked item per seat on a Monday board so IT can manage the reclamation queue with statuses and owners.
How it runs
The automated pipeline, trigger to output.
- TriggerWeekly schedule fires
- ActionFetch seats + last-login via admin APIHTTP webhook
- LogicFilter to 60+ day idle, dedupe existing
- ActionCreate Monday item per idle seatmonday.com
- LogicDetect items moved to Approved
- ActionDeprovision seat and mark ReclaimedHTTP webhook
What it does
This workflow turns license reclamation into a managed queue. On a schedule it finds seats idle 60+ days across your SaaS tools and creates one Monday item per seat, pre-filled with the user, app, last-login date, and a Pending status. As the team works the board, the deprovision action runs when an item is moved to Approved.
When to use it
Use it when reclamation needs visibility and accountability across an IT team rather than silent automation. The board gives managers and admins a shared view of what is pending, approved, or kept.
How it works
- 1A weekly schedule starts the run.
- 2The flow fetches seat and last-login data from the SaaS admin API via HTTP webhook.
- 3A filter keeps seats idle 60 days or more, skipping any already on the board.
- 4It creates a Monday item per idle seat with user, app, cost, and Pending status.
- 5A status-change check looks for items moved to Approved.
- 6Approved items trigger the deprovision API call and the item flips to Reclaimed.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect monday.comVisual work management for teams.
- 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.
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