IT OPS
Agent-run idle-seat audit with manager self-service approval
An agent reviews idle SaaS seats across tools, drafts a plain-language case for each, posts an approve/keep card to the seat owner's manager in Teams.
How it runs
The automated pipeline, trigger to output.
- TriggerPeriodic audit schedule
- ActionLoad seat usage and rosterBigQuery
- LogicAgent classifies keep vs reclaim with rationale
- ActionPost approve/keep card to managerMicrosoft Teams
- LogicBranch on manager decision
- OutputOpen deprovision ticket in ClickUpClickUp
What it does
Runs a judgment-based idle-seat audit rather than a fixed threshold. An agent reviews each licensed account against role, usage, and team context, writes a short rationale, and lets the manager decide in one click via a Microsoft Teams card. Approved reclamations become ClickUp tickets automatically.
When to use it
Use this when blunt last-login rules generate too many false positives and managers ignore the noise. The agent's reasoning and per-seat write-up make approvals fast and defensible, which lifts response rates.
How it works
- 1A schedule starts a periodic audit.
- 2A BigQuery query supplies usage and roster data for all licensed seats.
- 3The agent evaluates each seat, classifies it as keep or reclaim, and drafts a one-line justification.
- 4For reclaim candidates, an interactive approve/keep card is posted to the manager in Teams.
- 5A branch routes the manager's response.
- 6Approved seats are opened as deprovision tickets in ClickUp with the agent's rationale attached.
Set it up
What you configure once, before turning it on.
- 1Connect BigQueryDatasets, queries, schemas.
- 2Connect Microsoft TeamsChannels, chats, files.
- 3Connect ClickUpDocs + tasks + chats in one workspace.
- 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.
More IT Ops workflows
Daily Building Anomaly Digest to MS Teams
Each morning queries BigQuery for the prior day's flagged sensor anomalies, summarizes them by site and system into a ranked briefing.
Indoor Air Quality Breach to Tenant Notice and Work Order
Listens for CO2, VOC, or humidity sensor alerts via webhook, and when a zone exceeds occupant-safety limits it emails affected tenants, opens a Monday remediation task.
Self-Service Reclaim Email for Idle Users
Detects users idle in a SaaS app past the threshold and emails each one a keep-or-release link; unanswered seats after the deadline are auto-flagged for removal.
Outlook Room Conflict Resolver with Approval Gate in Teams
When an Outlook room clashes, proposes a rebooking and asks the bumped meeting's organizer to approve the move in Microsoft Teams before any change is made.
Outlook Room Double-Booking Resolver with Auto-Rebook
Detects when two meetings claim the same Outlook room resource and automatically relocates the lower-priority meeting to a comparable free room.
Monthly Wasted-License Cost Report
Aggregates inactive-seat data across all tracked SaaS apps each month, computes total reclaimable spend, and delivers a ranked cost report to leadership in Notion and Slack.
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.