Automated Meeting Licence Utilization Reviews
Every Monday, WebRun opens GoTo Meeting, reads the meeting history for each organiser on the account, works out how many meetings and attendees each seat hosted over the last month, records the dormant seats in Notion, and posts the seat review to Microsoft Teams before renewal comes round.
How do I find unused meeting licences before renewal?
WebRun opens GoTo Meeting every Monday and reads the meeting history for each licensed organiser, counting how many meetings and attendees each seat hosted. It records the dormant seats in Notion and posts the review to Microsoft Teams, so seats are reassigned before the subscription renews out of habit.
- Dormant seats are found before the renewal date
- Seat cost is reviewed against real hosting activity
- Nobody is messaged about their own usage without a human deciding
Built for IT managers · office managers · operations leads · finance teams
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
app.goto.com/meetingsin a real browser with your saved login - no setup, no API keys. -
1
GoTo Meeting - read hosting activity per seat
gotomeeting.com
WebRun opens GoTo Meeting to read hosting activity per seat. - Open GoTo Meeting and list the organisers holding a licence on the account
- Read the meeting history for the last month and count the meetings each organiser hosted
- Note the total attendees and minutes hosted per organiser where those figures are shown
- Record the date each organiser last hosted a meeting. WebRun never removes a licence or changes the subscription
Done when Every licensed organiser has a meeting count and a last hosted date.
-
2
Notion - record the dormant seats
notion.so
WebRun opens Notion to record the dormant seats. - Write the seat review onto your software spend page in Notion
- Put organisers with no meetings in the period at the top
- Show meetings hosted, attendees, and the last hosted date per row
- Keep the previous weeks on the page so a seat that is dormant for months is obvious
Done when The Notion page lists every seat with its usage and the dormant ones first.
-
3
Microsoft Teams - post the seat review
microsoft.com
WebRun opens Microsoft Teams to post the seat review. - Post the seat review to your IT or operations channel
- Lead with how many seats hosted nothing in the period
- Name the organisers who have not hosted since before your review threshold
- Leave any reassignment or cancellation to a person. WebRun never contacts the seat holder
Done when The channel has this week's seat review with the dormant seats named.
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 someone's licence?
No. WebRun only reads hosting activity and reports it. Reassigning or cancelling a seat is a human decision made in your account, and the subscription is never changed by this workflow.
Does the seat holder get told they look inactive?
No. The review is posted to your internal IT or operations channel only. Nobody is messaged about their own usage, so a conversation happens the way your team chooses to have it.
How far back does it look?
You set the window, commonly the last thirty days. Anyone with no hosted meetings inside that window is listed as dormant, with the date they last hosted so a long absence is visible.
Related templates
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