IT OPS
Inactive SaaS Seat Reclaim Sweep with Manager Confirm
Weekly scan of SaaS usage logs to find seats idle past a threshold, then emails each user's manager for a keep-or-revoke decision before any license is touched.
How it runs
The automated pipeline, trigger to output.
- TriggerWeekly schedule fires the sweep
- ActionPull seat roster + last-login from AirtableAirtable
- LogicFilter to seats idle past threshold
- ActionResolve each user's manager from directoryAirtable
- ActionEmail manager a Keep/Reclaim decision via OutlookOutlook
- OutputLog pending decision back to AirtableAirtable
What it does
Finds paid SaaS seats nobody has used in the last N days and routes a confirm-or-reclaim decision to each user's manager before anything is revoked. No seat is removed without an explicit human yes.
When to use it
Run this monthly or weekly when you pay per-seat for tools like Figma, Zoom, or a CRM and want to stop bleeding money on accounts that went dark after offboarding, role changes, or trials that never converted.
How it works
- 1A weekly schedule kicks off the sweep.
- 2Pull the seat-usage roster and last-login dates from your inventory table in Airtable.
- 3Filter to seats with no activity past the inactivity threshold (e.g., 45 days).
- 4Look up each inactive user's manager from the org directory.
- 5Email the manager via Outlook with the user, tool, last-login date, and a Keep / Reclaim choice.
- 6Write each pending decision back to Airtable so the next run does not re-ask, and the reclaim only proceeds once a manager confirms.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect OutlookMail, calendar, contacts.
- 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.