Secondary-calendar ownership reminder before an account is deleted

On each scheduled run, only due-soon departures with an unresolved secondary-calendar review trigger an owner reminder and a personal escalation task; no account or calendar is changed.

Starter: On a schedule (e.g. each weekday morning during active offboarding periods)

1. Read the departure checklistSheetsUse the Sheets 'Get sheet contents' step to read upcoming departures, last days, checklist owners, and whether secondary-calendar ownership has been reviewed.
2. Keep only unresolved calendar checksUse the 'Filter a list' step to keep departure rows whose calendar-ownership review is still open and whose last day is inside your reminder window.
3. Remind each checklist ownerGmailUse 'Repeat for each' with Gmail 'Send an email' to remind the named owner to inspect and transfer any organization-owned secondary calendars before the account-deletion step in the separate offboarding runbook.
4. Create a personal escalation taskTasksUse Tasks 'Create a task' for the flow owner when a departure is close, so the unresolved calendar check has a visible manual follow-up.

• Departing user — From the maintained departure checklist. (e.g. Sam Okafor)
• Last day — The employee's planned last working day. (e.g. 2026-10-02)
• Checklist owner — The person responsible for the calendar review. (e.g. it-ops@example.com)
• Calendar review status — A manual status in the Sheet. (e.g. Open)

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, Gmail, and Tasks (subject to your admin's Studio step controls).
• A maintained offboarding Sheet with last day, checklist owner, and secondary-calendar review status columns.

Security notes

• Restrict the departure Sheet because it contains employment timing and account-lifecycle information.
• Send only the minimum reminder detail to the named internal checklist owner.
• Subject to your admin's Studio controls and DLP policy.

What it does not do

• This flow does NOT discover secondary calendars, inspect ownership, transfer a calendar, or delete/suspend an account.
• The calendar review status is maintained manually in the Sheet; the flow only filters and reminds from that record.
• Calendar ownership transfer is a separate administrator action outside this Workspace Studio recipe.

• Workspace Studio test runs take real actions — this test really sends reminder emails and creates Google Tasks.
• Use a test Sheet with one fictional departure and your own email as the checklist owner.
• Confirm that a completed row is filtered out and an open, due-soon row produces one email and one personal task.

Primary source

Last verified 26 August 2026

Related recipes

• Offboarding evidence capture (log the departure and notify the review owner)
• Quarterly access-review reminder to system owners
• Important form response logged and escalated to an existing Chat space

← All Workspace Studio recipesBuild your own flow blueprint