Automated 8x8 Licence and Extension Audit
Every Monday, WebRun signs into 8x8, lists every user, licence, extension, and ring group on the account, matches them against the people who still work there, records the unused seats in Airtable, and texts the admin a reclaim list before the next invoice.
How do I find unused phone licences and extensions on my account?
Every Monday WebRun signs into 8x8, lists every user, licence, and extension on the account, and matches them against the people who still work there. It logs the unused seats, extensions ringing nowhere, and empty ring groups in Airtable, then texts the admin the reclaim list through Twilio.
- Seats assigned to leavers are found before the next invoice
- Extensions that ring nowhere stop reaching customers
- One Airtable base shows who holds every licence
Built for IT admins · office managers · operations teams · finance
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
login.8x8.comin a real browser with your saved login - no setup, no API keys. -
1
8x8 - audit users, licences, and extensions
8x8.com
WebRun opens 8x8 to audit users, licences, and extensions. - Sign into 8x8 and open the account's user and licence list
- Capture each user, the licence assigned to them, their extension, and any direct number
- Note extensions with no active user, ring groups with no members, and licences assigned to leavers
Done when Every licence and extension is matched to a person or marked unassigned.
-
2
Airtable - record the reclaimable seats
airtable.com
WebRun opens Airtable to record the reclaimable seats. - Update the licence audit base with this week's assignments
- Set user, licence type, extension, direct number, and last activity on each row
- Tag rows as in use, unassigned, or assigned to a leaver so the reclaim list builds itself
Done when The Airtable base mirrors the live 8x8 account with each seat tagged.
-
3
Twilio - text the admin the reclaim list
twilio.com
WebRun opens Twilio to text the admin the reclaim list. - Text the admin the count of reclaimable licences and extensions ringing nowhere
- Include the monthly seat count so the saving is obvious before renewal
- Never remove a user, release a number, or change a licence. WebRun only reports what to reclaim
Done when The admin has this week's reclaim count by text.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it delete users or release phone numbers?
No. Removing a user or releasing a number cannot be undone, so WebRun never does it. It builds the reclaim list and an admin makes the change in 8x8 after checking it.
How does it know who has left?
It matches the 8x8 user list against the staff list you point it at, so anyone holding a licence who is no longer on that list is flagged as a leaver seat for you to confirm.
Does it look at call recordings or history?
No. This run stays on the account side: users, licences, extensions, numbers, and ring groups. It never opens a call, a recording, or a voicemail.
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