IT OPS
Nudge dormant users before reclaiming their seat
Before reclaiming an idle seat, it DMs the user a still-need-this prompt, waits out a grace window, then reclaims only those who never logged back.
How it runs
The automated pipeline, trigger to output.
- TriggerScheduled candidate-identification run
- ActionPull dormant seats with SSO last-loginCustom MCP server
- ActionDM each dormant user a still-need-this promptSlack
- LogicWait grace window, re-check who logged back in
- LogicKeep still-inactive, unresponsive users
- ActionOpen Asana reclaim task per confirmed seatAsana
- OutputSlack summary of re-engaged vs reclaimedSlack
What it does
This flow adds a courteous grace period to seat reclamation. When a seat is flagged dormant, it first asks the user directly whether they still need the tool. Users who log in or respond keep their seat; those who stay silent through the grace window are confirmed dormant and queued for reclaim, so you only revoke access from people who truly stopped using it.
When to use it
Use it in cultures where abruptly pulling a tool causes friction, or where occasional users would re-engage if reminded. It balances cost savings against user goodwill and cuts down on reclaim-then-readd churn.
How it works
- 1A scheduled run identifies the candidate pool.
- 2A custom MCP call pulls seats with SSO last-login dates and keeps those past the dormancy threshold.
- 3An action DMs each dormant user a still-need-this prompt in Slack.
- 4A logic step waits out the grace window, then re-checks SSO login to see who came back.
- 5A logic step keeps only users still inactive and unresponsive.
- 6An action opens an Asana reclaim task for each confirmed dormant seat.
- 7The output posts a Slack summary of re-engaged versus confirmed-reclaim users.
Set it up
What you configure once, before turning it on.
- 1Connect Custom MCP serverConnect any MCP-compatible tool you own.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Connect AsanaTasks, projects, milestones — everywhere.
- 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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