Quarterly access-review reminder to system owners

On the schedule: each system owner receives a personalised reminder email to complete their access review.

Starter: On a schedule (e.g. the first weekday of each quarter)

1. Read the systems listSheetsUse the Sheets 'Get sheet contents' step to read your catalogue of systems and their owners.
2. Loop over each ownerUse the 'Repeat for each' logic step to iterate the rows so each owner gets their own reminder.
3. Email the review reminderGmailUse the Gmail 'Send an email' step to send each owner a reminder with a link to the review checklist and a due date.

• System name — From the systems sheet. (e.g. Jira)
• Owner email — From the systems sheet. (e.g. owner@example.com)
• Review due date — Maintained in the systems Sheet or fixed in the reminder template. (e.g. 2026-09-30)

Paste this draft into Google Workspace Studio's Describe it with AI box, then review and adjust the flow it builds. This is Google's Gemini feature — CertPilot does not run any AI.

• An eligible Google Workspace edition with Workspace Studio and Gemini enabled by your admin.
• Access to Sheets and Gmail (subject to your admin's Studio step controls).
• A systems catalogue spreadsheet with an owner email per row.

Security notes

• Reminder emails point to a review checklist — they do not expose access data themselves.
• Restrict who can edit the systems sheet so owners and due dates cannot be tampered with.

What it does not do

• This is a reminder/review workflow — it does NOT read, grant, or revoke any account permission.
• It does not verify whether a review was actually completed; pair it with your review record.

• Workspace Studio test runs take real actions — a test really sends the emails.
• Test against a sheet containing only your own address before scheduling it.

Primary source

Last verified 26 August 2026

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