IT OPS
Idle-User Grace Period Nudge Before Auto-Revoke
Detects users approaching the idle-seat cutoff, emails them a keep-or-lose-it nudge with a grace window, and auto-revokes only those who stay inactive through the deadline.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily schedule starts grace-period evaluation
- ActionFetch users nearing idle cutoffPostgres
- LogicSplit into new-nudge vs deadline-due cohorts
- ActionEmail keep-your-seat nudge to new cohortGmail
- ActionRevoke still-idle deadline-due seatsHTTP webhook
- OutputPost nudge-and-reclaim digest to SlackSlack
What it does
Instead of silently pulling seats, this workflow gives users a fair-warning grace period. A daily check finds accounts nearing the idle threshold, sends each a personalized email saying their license will be reclaimed unless they sign in within the grace window, and tracks the deadline. When the window closes it re-checks telemetry and revokes only the users who never returned, reporting the result.
When to use it
Use it when you want to reclaim idle licenses without surprising active-but-occasional users, or when policy or culture requires advance notice before cutting access.
How it works
- 1A daily schedule starts the grace-period evaluation.
- 2Postgres returns users whose idle time is approaching the cutoff and who have no pending nudge.
- 3A logic step splits them into new-nudge versus deadline-due cohorts.
- 4New-nudge users receive a keep-your-seat email via Gmail and get a grace deadline stamped in the inventory.
- 5For deadline-due users still idle, the seat is revoked via the provider webhook.
- 6A Slack digest reports nudges sent, seats saved by re-logins, and seats reclaimed.
Set it up
What you configure once, before turning it on.
- 1Connect PostgresAny Postgres URL — query, write, migrate.
- 2Connect GmailRead, draft, send, label.
- 3Connect HTTP webhookTrigger any URL on agent actions.
- 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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