IT OPS
Flag never-activated licenses still being billed
Monthly check that finds assigned SaaS seats a user has never once signed into, emails the requesting manager to confirm whether the seat is still needed.
How it runs
The automated pipeline, trigger to output.
- TriggerMonthly schedule
- ActionQuery never-activated seats (30+ days)BigQuery
- LogicGroup seats by requesting manager
- ActionSend manager justification digestOutlook
- LogicSplit justified vs unclaimed seats
- OutputCreate cancellation tasks in ClickUpClickUp
What it does
Catches the most wasteful licenses of all: seats that were assigned, billed every month, and never activated even once. It cross-references the provisioning roster against zero-activity records, asks the original requester whether the person still needs access, and opens revoke tickets for the dead seats.
When to use it
Use this right after onboarding waves or department reorgs, when seats get provisioned in bulk "just in case" and then sit unused. Ideal when finance flags a creeping per-seat bill but nobody knows which licenses are ghosts.
How it works
- 1A monthly schedule starts the run.
- 2A BigQuery query returns seats where activation_count = 0 and the assignment is at least 30 days old.
- 3A logic step groups results by requesting manager.
- 4Each manager gets one Outlook digest listing their never-activated seats and a deadline to justify any keepers.
- 5A branch separates justified seats (left alone) from unclaimed ones.
- 6Unclaimed seats are written into a ClickUp list as cancellation tasks with cost-per-month totals.
Set it up
What you configure once, before turning it on.
- 1Connect BigQueryDatasets, queries, schemas.
- 2Connect OutlookMail, calendar, contacts.
- 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.
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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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