IT OPS
Self-Service Reclaim Email for Idle Users
Detects users idle in a SaaS app past the threshold and emails each one a keep-or-release link; unanswered seats after the deadline are auto-flagged for removal.
How it runs
The automated pipeline, trigger to output.
- TriggerWeekly idle-sweep schedule
- ActionQuery idle users from SSO logsPostgres
- ActionEmail keep-or-release link to each userGmail
- LogicSplit keep vs release/no-response
- OutputSend removal roster to SlackSlack
What it does
This workflow finds users who haven't logged into a tracked app recently and, instead of cutting them off, sends each a polite email asking whether they still need the seat. Non-responses past the deadline roll up into a removal list, so reclamation is humane and defensible.
When to use it
Use it in orgs where abruptly revoking access causes friction. The self-service step shifts the keep/release decision to the user, dramatically shrinking IT's manual follow-up while still recovering genuinely dead seats.
How it works
- 1A weekly schedule starts the sweep.
- 2The flow queries Postgres for users whose last SSO login exceeds the idle threshold.
- 3Each idle user is emailed a personalized keep-or-release message with a response deadline.
- 4The flow waits for responses; a logic step separates Keep replies from silence and Release replies.
- 5Users who chose Release or never answered are written to a reclamation roster, and IT is notified in Slack with the final removal list.
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.
More IT Ops workflows
Daily Building Anomaly Digest to MS Teams
Each morning queries BigQuery for the prior day's flagged sensor anomalies, summarizes them by site and system into a ranked briefing.
Indoor Air Quality Breach to Tenant Notice and Work Order
Listens for CO2, VOC, or humidity sensor alerts via webhook, and when a zone exceeds occupant-safety limits it emails affected tenants, opens a Monday remediation task.
Outlook Room Conflict Resolver with Approval Gate in Teams
When an Outlook room clashes, proposes a rebooking and asks the bumped meeting's organizer to approve the move in Microsoft Teams before any change is made.
Outlook Room Double-Booking Resolver with Auto-Rebook
Detects when two meetings claim the same Outlook room resource and automatically relocates the lower-priority meeting to a comparable free room.
Monthly Wasted-License Cost Report
Aggregates inactive-seat data across all tracked SaaS apps each month, computes total reclaimable spend, and delivers a ranked cost report to leadership in Notion and Slack.
Reconcile SSO logins against expense spend to find unmanaged tools
Joins SSO usage data with expense/payment records in Snowflake to surface tools that are being used but not paid for, or paid for but never logged.
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.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.