IT OPS
Zoom Seat Downgrade with Grace-Period Notice
Emails idle Zoom Licensed users a heads-up that their paid seat will be downgraded, waits out a grace period.
How it runs
The automated pipeline, trigger to output.
- TriggerReceive list of idle-flagged Zoom user IDs
- ActionSend each user a downgrade-notice email with keep-seat deadlineOutlook
- LogicWait grace period, then recheck Zoom hosting activity
- ActionDowngrade still-idle users from Licensed to BasicZoom
- OutputPost reclaim summary to SlackSlack
What it does
This workflow gives users a fair warning before reclaiming their paid seat. When a Zoom user is flagged as idle, it sends a personalized Outlook email explaining the upcoming downgrade and how to keep their seat. After a configurable grace window, it rechecks activity and downgrades only those who remained inactive, then logs the reclaim. The outcome: clawed-back seats without surprise lockouts or angry tickets.
When to use it
Use it when reclaiming seats outright would generate complaints. Good for orgs that want a documented, human-friendly offboarding of paid licenses.
How it works
- 1The flow is triggered with a list of idle-flagged user IDs (e.g. from the sweep workflow).
- 2Each user gets a personalized Outlook notice with their idle stats and a keep-my-seat deadline.
- 3The workflow waits out the grace period, then re-queries Zoom for any new hosting activity.
- 4A branch checks each user: still idle proceeds to downgrade, active is skipped.
- 5Still-idle users are downgraded from Licensed to Basic via the Zoom API.
- 6A reclaim summary (downgraded, kept, total seats freed) posts to Slack.
Set it up
What you configure once, before turning it on.
- 1Connect ZoomMeetings, recordings, transcripts.
- 2Connect OutlookMail, calendar, contacts.
- 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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