IT OPS
Zoom Reclaimed-Seat Waitlist Fulfillment
When a paid Zoom seat is reclaimed, matches it against the pending license-request waitlist and auto-provisions the next approved person, closing their request and notifying them.
How it runs
The automated pipeline, trigger to output.
- TriggerSeat-reclaimed event raises available Licensed count
- ActionQuery BigQuery waitlist for oldest approved requestBigQuery
- LogicBranch on whether a pending request exists
- ActionUpgrade the matched user to Licensed in ZoomZoom
- ActionMark the waitlist request fulfilled in BigQueryBigQuery
- OutputNotify the provisioned user in SlackSlack
What it does
Reclaimed seats are only valuable if they get reused. This workflow listens for freed Zoom seats, looks up the oldest approved request on your license waitlist, upgrades that user to Licensed, and tells them they're live. The outcome: zero idle inventory between reclaim and reassignment, and no manual ticket shuffling.
When to use it
Use it when you maintain a queue of people waiting on paid Zoom seats and want reclaimed capacity routed to them automatically instead of sitting unused.
How it works
- 1A reclaim event fires whenever a seat is freed (count of available Licensed seats increases).
- 2The flow queries the waitlist table in BigQuery for the oldest approved, unfulfilled request.
- 3A branch checks whether a matching request exists: none found ends the run and notes spare capacity.
- 4When a request is found, the target user is upgraded to Licensed via the Zoom API.
- 5The waitlist row is marked fulfilled in BigQuery.
- 6The newly provisioned user is notified in Slack that their seat is active.
Set it up
What you configure once, before turning it on.
- 1Connect ZoomMeetings, recordings, transcripts.
- 2Connect BigQueryDatasets, queries, schemas.
- 3Connect SlackChannels, DMs, threads, mentions.
- 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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