Automated Lifesize Room License Reconciliation
On the first Monday of every month, WebRun opens the Lifesize admin console, compares active room licenses against which rooms actually hosted a meeting in the last 30 days, logs each room's status to Airtable, and emails IT a recap flagging any license paid for but sitting unused.
How do I find unused Lifesize room licenses?
WebRun compares active Lifesize room licenses against which rooms actually hosted a meeting in the last 30 days on the first Monday of every month, logs each room's status to Airtable, and emails IT a recap flagging any unused license, so paid for capacity that is sitting idle gets caught before renewal.
- Unused licenses are caught monthly instead of at renewal
- Every room has a logged usage status in one base
- IT gets the recap without pulling a usage report by hand
Built for IT teams · facilities managers · office managers · operations 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
lifesize.comin a real browser with your saved login - no setup, no API keys. -
1
Lifesize - check active licenses and room use
lifesize.com
WebRun opens Lifesize to check active licenses and room use. - Open the Lifesize admin console and list active room licenses
- Check which rooms hosted a meeting in the last 30 days
- Flag any licensed room with no meetings in that window
Done when Active licenses are compared against real room usage.
-
2
Airtable - log each room's status
airtable.com
WebRun opens Airtable to log each room's status. - Open the room license base in Airtable
- Add or update a row per room with its usage status
- Tag rooms flagged as unused
Done when Every room has a logged, current usage status in Airtable.
-
3
Gmail - email IT a recap
gmail.com
WebRun opens Gmail to email IT a recap. - Draft a short recap listing any unused licensed room
- Send it to the IT distribution list
- Link back to the Airtable base for full detail
Done when IT has this month's room license recap in their inbox.
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
Does WebRun cancel unused licenses?
No. It only compares license count against actual room usage and reports the gap. Cancelling or reassigning a license is a decision IT makes.
What counts as an unused room?
A room with an active license that hosted no meetings in the last 30 days, which is usually the clearest sign a license is not earning its cost.
Could a room be unused for a legitimate reason?
Yes, for example a room being renovated, which is exactly why the recap flags it for a human review rather than acting on it automatically.
Related templates
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