IT OPS
Idle Seat Holder Grace-Period Email
When a seat crosses the idle threshold, it emails the seat holder a polite use-it-or-lose-it notice with a grace deadline, logs the warning.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily schedule fires
- ActionRead seats, last-login, prior warnings from PostgresPostgres
- LogicSplit into newly-idle vs grace-expired holders
- ActionEmail grace-period notice to newly-idle holdersGmail
- ActionRecord warning date in PostgresPostgres
- OutputPost confirmed-reclaim list to SlackSlack
What it does
Before any seat is reclaimed, this workflow gives the human a fair chance to keep it. When SSO telemetry shows a seat idle past threshold, it emails the holder a clear notice: the license is scheduled for reclaim unless they log in by a stated grace deadline. It records the warning date so the next run can act only on people who ignored it.
When to use it
Use this to reduce the political friction of license reclamation. It avoids yanking access from someone on leave or mid-project, and creates a documented good-faith warning before downgrade.
How it works
- 1A daily schedule triggers the run.
- 2It reads seats and SSO last-login data from Postgres, plus any prior warning timestamps.
- 3A logic step splits candidates into newly-idle seats (send first warning) and previously-warned seats whose grace window has now expired.
- 4For newly-idle holders it sends a Gmail grace-period notice with the deadline and login link.
- 5It writes the warning date back to Postgres.
- 6For expired non-responders it posts a confirmed-reclaim list to Slack for IT to action.
Set it up
What you configure once, before turning it on.
- 1Connect PostgresAny Postgres URL — query, write, migrate.
- 2Connect GmailRead, draft, send, label.
- 3Connect SlackChannels, DMs, threads, mentions.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, 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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