IT OPS
Right-Size Seat Counts Ahead of Renewal
Triggered 45 days before a SaaS renewal date, this computes the gap between contracted seats and seats with real usage in Snowflake.
How it runs
The automated pipeline, trigger to output.
- Trigger45 days before renewal date
- ActionQuery contracted vs active seats in SnowflakeSnowflake
- LogicCompute unused-seat gap and overspend
- ActionWrite right-sizing brief to Drive docGoogle Drive
- OutputPing renewal owner in Teams with deadlineMicrosoft Teams
What it does
Makes sure you don't auto-renew for more seats than you use. Ahead of each contract renewal, it measures actual active usage against the contracted seat count and produces a concrete recommendation for how many seats to drop.
When to use it
Use it for any per-seat contract with a fixed renewal date. Especially valuable for tools bought in bulk that quietly accumulated unused seats over the term.
How it works
- 1A scheduled trigger fires 45 days before each tracked renewal date.
- 2An action queries Snowflake for contracted seats and 90-day active-usage counts.
- 3A logic step computes the unused-seat gap and projected annual overspend.
- 4An action writes a right-sizing brief (recommended seat count and savings) to a Google Drive doc for the renewal owner.
- 5A final output pings the renewal owner in Teams with the brief link and the deadline.
Set it up
What you configure once, before turning it on.
- 1Connect SnowflakeWarehouses, queries, shares.
- 2Connect Google DriveDocs, sheets, slides, files.
- 3Connect Microsoft TeamsChannels, chats, files.
- 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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