SALES
Seat-Utilization Decline Renewal Risk Report
Tracks declining license seat utilization across accounts heading into renewal, builds a weekly prioritized risk report.
How it runs
The automated pipeline, trigger to output.
- TriggerWeekly schedule starts the utilization review
- ActionPull purchased vs active seats and renewal datesPostgres
- LogicFlag and rank accounts with declining seat utilization
- ActionSummarize seat trend and recommended approachOpenAI
- ActionCreate per-account ClickUp follow-up tasksClickUp
- OutputDeliver ranked risk report to revenue SlackSlack
What it does
It measures how many purchased seats are actually active per account, spots accounts where utilization is falling ahead of renewal (the classic precursor to a downsell or churn), compiles a ranked weekly report, and opens a ClickUp follow-up task for each flagged account.
When to use it
Use this for seat-based subscriptions where shrinking active-seat counts predict a renewal downgrade. It catches the slow leak before the customer asks to cut their seat count at renewal.
How it works
- 1A weekly schedule starts the utilization review.
- 2Postgres pulls purchased seats versus active seats over the trailing quarter, plus renewal dates.
- 3A logic step flags accounts whose active-seat ratio dropped meaningfully and that renew within 120 days, ranking by revenue at risk.
- 4An AI step summarizes each flagged account's seat trend and a recommended right-size-or-save approach.
- 5A ClickUp task is created per flagged account in the renewals list with the summary and owner.
- 6The ranked report is delivered to the revenue Slack channel for the weekly renewals review.
Set it up
What you configure once, before turning it on.
- 1Connect PostgresAny Postgres URL — query, write, migrate.
- 2Connect OpenAIModels, embeddings, files.
- 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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Run this workflow in your colony.
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