IT OPS
Offboarding-Triggered Seat Reclaim Across All SaaS Tools
When an HR offboarding record is created, finds every SaaS seat the departing employee holds and routes each to the right owning manager for reclaim confirmation.
How it runs
The automated pipeline, trigger to output.
- TriggerOffboarding record created in AirtableAirtable
- ActionFind all SaaS seats for the employeeAirtable
- LogicGroup seats by owning manager
- ActionNotify each manager in Slack to confirmSlack
- OutputMark seats pending-reclaim in AirtableAirtable
What it does
Fires on an offboarding event and sweeps every connected SaaS tool for seats belonging to the leaving employee. Each discovered seat is sent to its owning team manager to confirm reclaim, so no paid license is left orphaned after someone departs.
When to use it
Use it the moment HR marks an employee as departing. It replaces the brittle checklist where IT manually remembers which of a dozen tools that person had a seat in, and stops zombie licenses from quietly renewing.
How it works
- 1An event trigger fires when an offboarding record appears in Airtable.
- 2Look up every SaaS seat tied to that employee across the tracked tool inventory.
- 3A logic step groups the seats by the team manager who owns each tool.
- 4Notify each owning manager in Slack with the seats to confirm for reclaim.
- 5Mark each seat as pending-reclaim in Airtable so the offboarding stays trackable to zero open seats.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect SlackChannels, DMs, threads, mentions.
- 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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