Automated TechSmith Seat Assignment Audit
Every Monday, WebRun signs in to your TechSmith account, lists the licences and seats you are paying for and the user assigned to each, marks the seats that are unassigned or have not been used, posts the audit to Slack, and texts you through Twilio when idle seats cross your threshold.
How do I find out which TechSmith licences nobody is using?
Every Monday WebRun signs in to your TechSmith account, lists the seats you pay for and who holds each one, and flags the seats that are unassigned or unused. It posts the audit to Slack and texts you through Twilio when idle seats cross your threshold before renewal.
- Idle seats are named weeks before the renewal, not after it
- Every purchased seat has a known holder or is flagged
- Reclaim progress shows up week to week in one Slack thread
Built for IT buyers · IT operations · finance teams · training and enablement 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
www.techsmith.comin a real browser with your saved login - no setup, no API keys. -
1
TechSmith - list seats and who holds them
techsmith.com
WebRun opens TechSmith to list seats and who holds them. - Sign in to your TechSmith account and open the area where your licences and seats are listed
- Capture each product, the seats purchased, and the seats currently assigned
- Note the user on every assigned seat and whether that person is still with the team
- Mark seats that are unassigned, and seats whose holder shows no recent activity
Done when Every purchased seat has an assigned user or is marked unassigned.
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2
Slack - post the seat audit
slack.com
WebRun opens Slack to post the seat audit. - Post the seat audit to your IT channel in Slack
- Lead with the count of purchased seats, assigned seats, and seats sitting idle
- List each idle or unassigned seat with the product and the holder, if there is one
- Note how the numbers moved since last Monday so reclaim work is visible
Done when The IT channel has this week's seat audit with the reclaim candidates named.
-
3
Twilio - text you when waste piles up
twilio.com
WebRun opens Twilio to text you when waste piles up. - Send an SMS through Twilio to the licence owner's own number when idle seats pass your threshold
- Keep it to one line: the product, the number of idle seats, and the renewal date ahead
- Stay silent in the weeks where nothing crosses the threshold
Done when The person who signs off the renewal has been told the waste is building.
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 a seat from someone?
No. WebRun reads the licence list and reports. Reclaiming or reassigning a seat stays a human action, so nobody loses their software because of an automated run.
Does it text the people holding idle seats?
No. The only SMS goes to the licence owner's own number. If you want a holder asked whether they still need the seat, WebRun drafts that message for you to send.
When does a seat count as idle?
You set the rule, commonly no recorded use in 60 or 90 days. WebRun measures every assigned seat against your threshold and lists only the ones that pass it.
Related templates
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