Automated Headspace Seat Audits
Every Monday, WebRun signs in to your Headspace team account, reads how many seats the subscription covers, which members have activated theirs, and which invitations were never accepted, saves the seat register to Google Drive, and sends the people lead a WhatsApp summary of what is going unused.
How do I find out how many of our paid seats are actually being used?
WebRun audits your Headspace team seats every Monday. It reads how many seats the plan covers, who has activated theirs, and which invitations were never accepted, files the register in Google Drive, and sends your people lead a WhatsApp summary, so the next invoice matches the members who actually turned up.
- The seat count is corrected before the renewal charges
- Invitations nobody accepted are visible every week
- A dated register shows how take-up moves over time
Built for people teams · benefits managers · office managers · HR operations
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
www.headspace.com/loginin a real browser with your saved login - no setup, no API keys. -
1
Headspace - read seats and activations
headspace.com
WebRun opens Headspace to read seats and activations. - Sign in to the team account and open the member list
- Read the number of seats the subscription covers and how many are taken
- Capture each member with their activation status and the date they were invited
- Mark invitations that were sent but never accepted
- Read only. Never remove a member or change the plan
Done when Every seat is accounted for as active, invited, or unassigned.
-
2
Google Drive - save the seat register
drive.google.com
WebRun opens Google Drive to save the seat register. - Save a dated seat register to the people operations folder
- List every member with their activation status and invite date
- Add a summary line: seats paid for, seats active, invitations pending, seats unassigned
- Keep previous weeks in the same folder so the trend is easy to read
Done when This week's seat register is filed with the totals at the top.
-
3
WhatsApp - summarise the unused seats
whatsapp.com
WebRun opens WhatsApp to summarise the unused seats. - Send the people lead the headline numbers: paid, active, pending, and unassigned seats
- Name the invitations that have been outstanding longest
- Note how many days remain until the next renewal, so the seat count can be corrected in time
- Include the link to the register in Google Drive
Done when The people lead knows how many seats are actually being used.
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 people from the plan?
No. WebRun reads the member list and reports what is unused. Removing a member, reassigning a seat, or changing the subscription stays a decision a person makes.
Does it message employees about their seat?
No. The only message it sends is an internal summary to your people lead. Nobody on the plan is contacted, chased, or re-invited on its own.
How does it know a seat is unused?
It reads the activation status shown against each member, so an invitation that was sent but never accepted is counted as pending rather than active in the weekly totals.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.