IT OPS
Reclaim idle seats before a renewal locks in cost
Fires 30 days before a SaaS contract renewal, ranks the tool's idle seats by wasted spend.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily schedule, fires 30 days pre-renewal
- ActionPull tool usage ranked by wasted spendBigQuery
- LogicKeep seats below usage threshold
- ActionEmail managers cost-impact summaryOutlook
- OutputCreate pre-renewal deprovision tasks in ClickUpClickUp
What it does
Times seat reclamation to the moment it matters most: just before a renewal locks your seat count for another term. It pulls usage for the renewing tool, ranks idle seats by annual cost, and pushes managers to release them so you renew at a leaner, accurate number.
When to use it
Use this when renewals auto-true-up to current seat count and you keep paying for the same dead weight year after year. Best for high-cost-per-seat tools like Salesforce or monday.
How it works
- 1A schedule checks the renewal calendar daily and triggers 30 days before any contract date.
- 2A BigQuery query pulls that tool's seats and 90-day usage, ranked by annualized waste.
- 3A logic step keeps only seats below a usage threshold.
- 4Managers receive an Outlook summary with the dollar impact of releasing each idle seat before renewal.
- 5Confirmed releases are written to ClickUp as time-boxed deprovision tasks due before the renewal date.
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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