IT OPS
Idle Salesforce Seat Report with Reclaim Savings Estimate
Pulls Salesforce user login activity, flags seats idle past a threshold, estimates the monthly spend they represent, and ships a ranked reclaim report to managers.
How it runs
The automated pipeline, trigger to output.
- TriggerPre-renewal schedule fires
- ActionQuery Salesforce users + last-loginSalesforce
- LogicFilter idle seats and join to seat cost
- ActionWrite ranked savings report to AirtableAirtable
- OutputEmail ranked report to managers via OutlookOutlook
What it does
Queries Salesforce for users who have not logged in past your threshold, multiplies each idle seat by its per-seat cost, and produces a ranked savings report. Managers get a clear list of who to reclaim and how much each removal saves.
When to use it
Use it quarterly at renewal time, or whenever finance asks IT to justify the Salesforce seat count. It answers "which seats can we cut and what's it worth" in one document instead of a manual export-and-spreadsheet exercise.
How it works
- 1A schedule fires ahead of the renewal review.
- 2Query Salesforce for users and their last-login timestamps.
- 3Filter to seats idle beyond the threshold and join each to its license tier cost.
- 4Rank the idle seats by monthly savings and total the reclaimable spend.
- 5Write the ranked report rows to Airtable for the record.
- 6Send the summary and per-user breakdown to managers via Outlook for sign-off.
Set it up
What you configure once, before turning it on.
- 1Connect SalesforceAccounts, opportunities, cases.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect OutlookMail, calendar, contacts.
- 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.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.