IT OPS
Zoom Leaver Instant Seat Deprovision
On an HR offboarding webhook, immediately reclaims the departing employee's Zoom Licensed seat, transfers their cloud recordings to a manager, and confirms the freed seat in Slack.
How it runs
The automated pipeline, trigger to output.
- TriggerHR offboarding webhook posts the leaver's emailHTTP webhook
- ActionLook up the Zoom user and license typeZoom
- LogicBranch on whether the leaver holds a Licensed seat
- ActionTransfer cloud recordings to the designated managerZoom
- ActionReclaim the seat by downgrading or deactivating the accountZoom
- OutputPost freed-seat confirmation to SlackSlack
What it does
When someone leaves, their paid Zoom seat shouldn't keep billing. This workflow fires the moment an offboarding event arrives, downgrades or removes the leaver's Licensed seat, hands their cloud recordings to a designated owner so nothing is lost, and confirms the reclaim. The outcome: same-day seat recovery and no orphaned recordings.
When to use it
Use it when your HR or IDP system can post an offboarding webhook and you want Zoom seat reclaim to happen instantly rather than waiting for a periodic sweep.
How it works
- 1An HR offboarding webhook triggers the workflow with the leaver's email.
- 2The flow looks up the matching Zoom user and confirms they hold a Licensed seat.
- 3A branch checks license type: Licensed proceeds, non-paid ends early.
- 4The user's cloud recordings are transferred to the configured manager via the Zoom API.
- 5The seat is reclaimed by downgrading the account to Basic or deactivating it.
- 6A confirmation with the freed seat count posts to Slack for IT records.
Set it up
What you configure once, before turning it on.
- 1Connect ZoomMeetings, recordings, transcripts.
- 2Connect HTTP webhookTrigger any URL on agent actions.
- 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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