Automated ClassLink App Licence Utilisation
Every Monday, WebRun signs in to ClassLink, reads last week's app usage across your schools, records logins and minutes used per licensed app in Airtable, works out which paid apps are barely opened, and adds a card to your Trello renewal board for each one so the decision has usage behind it.
How do I find which licensed school apps nobody is using?
WebRun signs in to ClassLink every Monday and reads last week's app usage across your schools: logins, distinct users, and minutes used per licensed app. It tracks utilisation in Airtable and opens a Trello card for each app that stays underused, so renewal decisions carry usage evidence by school.
- Underused licences surface weeks before renewal, not after
- Usage by school backs the decision instead of an impression
- Consecutive low weeks separate a quiet week from a dead app
Built for district technology directors · school IT teams · curriculum leads · edtech coordinators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
launchpad.classlink.comin a real browser with your saved login - no setup, no API keys. -
1
ClassLink - read app usage by school
classlink.com
WebRun opens ClassLink to read app usage by school. - Sign in to ClassLink and open the usage reporting for last Monday through Sunday
- For each licensed app record the number of logins, the distinct users, and the minutes used
- Break the same figures down by school so a district average does not hide one campus using nothing
Done when Every licensed app has last week's logins, distinct users, and minutes used, per school.
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2
Airtable - track logins and minutes
airtable.com
WebRun opens Airtable to track logins and minutes. - Open your licence tracker base in Airtable and add last week's figures to each app's row
- Calculate the share of licensed users who opened the app and the average minutes per active user
- Mark any app under your utilisation threshold, and note how many consecutive weeks it has stayed there
Done when Every licensed app has a utilisation figure and a count of consecutive low weeks.
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3
Trello - stage the renewal decisions
trello.com
WebRun opens Trello to stage the renewal decisions. - Add a card to the renewal board for any app under the threshold for several weeks running
- Put the utilisation percentage, the minutes used, and the per-school breakdown in the card description
- Set the due date to the renewal date so the conversation happens before the invoice, not after. WebRun cancels nothing
Done when Every underused app has a Trello card with its usage evidence and its renewal date.
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 cancel a licence or remove an app?
No. WebRun records usage and opens a Trello card with the evidence. Cancelling a licence, removing an app, or contacting a vendor all stay with the district technology team.
Does it look at individual student activity?
No. It reads app-level totals: logins, distinct users, and minutes used, grouped by school. No individual student or staff record is opened, named, or stored.
How does it decide an app is underused?
It compares the share of licensed users who opened the app against your utilisation threshold, and only raises a card once the app has stayed below it for several weeks running.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.