FINANCE
Reclaim a seat when an employee is offboarded
On an HRIS offboarding webhook, looks up the departing employee's active SaaS licenses in BigQuery and opens a ClickUp deprovisioning checklist plus a Slack alert so no paid seat…
How it runs
The automated pipeline, trigger to output.
- TriggerHRIS offboarding webhook receivedHTTP webhook
- ActionLook up employee's active licenses in BigQueryBigQuery
- LogicSkip if no billable seats found
- ActionCreate ClickUp deprovisioning checklistClickUp
- OutputAlert IT in Slack with reclaimable spendSlack
What it does
Fires the instant an employee is marked as leaving in your HRIS. It looks up every active SaaS license tied to that person in BigQuery and creates a single ClickUp deprovisioning checklist listing each app and seat cost, then alerts IT in Slack so reclamation happens on the offboarding day rather than weeks later.
When to use it
Use this to close the biggest license-waste gap: seats that keep billing after someone leaves. Tying reclaim to the offboarding event guarantees coverage instead of relying on a periodic sweep to eventually catch it.
How it works
- 1An HRIS offboarding webhook triggers the workflow with the employee identifier.
- 2BigQuery returns all active license assignments for that employee across apps.
- 3A logic step skips employees with no billable seats to avoid empty tasks.
- 4A ClickUp deprovisioning checklist is created with one item per app and its monthly cost.
- 5A Slack alert is posted to the IT channel with the total reclaimable spend and a task link.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect BigQueryDatasets, queries, schemas.
- 3Connect ClickUpDocs + tasks + chats in one workspace.
- 4Connect SlackChannels, DMs, threads, mentions.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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