FINANCE
Email managers idle-seat lists and reclaim on no-reply
Detects idle seats per manager in BigQuery, emails each manager their team's idle list via Outlook for a keep-or-release decision.
How it runs
The automated pipeline, trigger to output.
- TriggerMonthly schedule starts review cycle
- ActionQuery BigQuery for idle seats by managerBigQuery
- LogicGroup idle seats per reporting manager
- ActionEmail each manager their idle-seat listOutlook
- LogicAfter grace period, find undefended seats
- OutputCreate ClickUp reclaim tasks for undefended seatsClickUp
What it does
Groups idle SaaS seats by reporting manager, sends each manager a personalized Outlook email listing their team's idle licenses, and gives them a grace window to defend any seat. Seats with no manager response by the deadline are automatically queued for reclaim in ClickUp.
When to use it
Use this when blanket auto-deprovisioning is too aggressive and you need a human checkpoint, but you don't want IT chasing managers manually. The default-to-reclaim logic means inaction still recovers spend rather than letting idle seats linger.
How it works
- 1A monthly schedule starts the review cycle.
- 2BigQuery returns idle seats joined to each user's manager.
- 3A grouping step rolls the seats up by manager.
- 4Outlook sends each manager their idle list with a reply-by date and instructions to flag any seat to keep.
- 5After the grace period, a logic step compares responses against the original list.
- 6Any seat not explicitly defended gets a ClickUp reclaim task created for IT.
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 this workflow in your colony.
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