IT OPS
Dormant Google Workspace Seat Reclaim with Email Warning
Scans Google Workspace login activity, finds users dormant past a grace window, and emails each one a 7-day reclaim warning while logging the case to a Monday board for IT review.
How it runs
The automated pipeline, trigger to output.
- TriggerMonthly schedule starts the dormant-seat check
- ActionQuery Google Drive activity and last-active timestampsGoogle Drive
- LogicKeep only users dormant beyond grace window
- ActionEmail each dormant user a 7-day reclaim warningGmail
- ActionLog warned accounts to Monday with follow-up datemonday.com
- OutputPost warned count and savings to SlackSlack
What it does
This workflow reads Google Drive and Workspace activity to identify accounts that have not logged in or touched a file within your grace window. Rather than yanking access immediately, it emails each dormant user a courteous 7-day warning that their seat is slated for reclamation, and records every case on a Monday board so IT can act if someone replies.
When to use it
Use it when you want a human-friendly reclamation step before deprovisioning Workspace seats, especially for orgs where employees travel, take leave, or rotate projects and a hard cut would cause support tickets.
How it works
- 1A schedule trigger starts the monthly check.
- 2Query Google Drive activity and last-active timestamps per user.
- 3Branch: keep only users dormant beyond the grace window.
- 4Send each dormant user a Gmail reclaim-warning notice with a reply-to-keep link.
- 5Log every warned account to a Monday board with a 7-day follow-up date.
- 6Post the warned-user count and projected reclaim savings to Slack.
Set it up
What you configure once, before turning it on.
- 1Connect Google DriveDocs, sheets, slides, files.
- 2Connect GmailRead, draft, send, label.
- 3Connect monday.comVisual work management for teams.
- 4Connect SlackChannels, DMs, threads, mentions.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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