Automated A Cloud Guru Seat Utilization
On the first of each month, WebRun signs in to A Cloud Guru, reads the activity on every assigned seat over the last 30 days, separates active learners from seats with no course or lab activity at all, records each person and their status in Airtable, and files a dated utilization report in Google Drive ready for the renewal conversation.
How do I find unused training seats before our renewal?
WebRun signs in to A Cloud Guru on the first of each month and reads 30 days of course and lab activity on every assigned seat. It records each learner in Airtable with their idle streak and files a dated utilization report in Google Drive, so unused seats are visible well before renewal.
- Idle seats are visible months before the renewal date
- A seat is only flagged after three quiet months, not one
- Utilization history builds up without anyone pulling an export
Built for learning and development teams · engineering managers · IT procurement · cloud practice leads
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
acloudguru.comin a real browser with your saved login - no setup, no API keys. -
1
A Cloud Guru - read activity on every seat
acloudguru.com
WebRun opens A Cloud Guru to read activity on every seat. - Sign in to A Cloud Guru and open your team view
- List every assigned seat with the person it belongs to
- Read course and lab activity for each seat over the last 30 days
- Separate seats with no activity at all from seats that were used
- Note the courses in progress on the active seats
Done when Every assigned seat has 30 days of activity recorded against it.
-
2
Airtable - record each learner's status
airtable.com
WebRun opens Airtable to record each learner's status. - Open your training seats table in Airtable
- Update each learner's row with this month's activity and status
- Mark seats with no activity for three months running as candidates to reassign
- Record how many months in a row each seat has been idle
- Add this month's totals to the summary view
Done when Every seat in Airtable carries a current status and an idle streak.
-
3
Google Drive - file the utilization report
drive.google.com
WebRun opens Google Drive to file the utilization report. - Open your learning and development folder in Google Drive
- Create a dated utilization report for the month
- Show total seats, active seats, idle seats, and the utilization rate
- List the seats idle three months or more as reassignment candidates
- Show the utilization rate against the previous three months
Done when This month's utilization report is saved in Google Drive.
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 remove anyone's seat?
No. WebRun only reads activity and reports it. Reassigning a seat, removing a learner, or changing your plan stays a human decision made inside your own A Cloud Guru account.
Does it email the people who have not logged in?
No. The output goes to your own Airtable base and Google Drive folder. Nobody is contacted, so a manager decides how to raise it with their team.
Is one quiet month enough to flag a seat?
No. A seat is only listed as a reassignment candidate after three consecutive months with no activity, so someone on leave or on a busy delivery does not lose their access.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.