Inactive User Manager

Instructions

A step-by-step guide to setting up and using Inactive User Manager.

Getting Started

1. Install the App

Install Inactive User Manager from the monday.com marketplace. You will need admin permissions to use the app in your workspace.

During installation, you will be asked to grant permissions. The app needs access to:

  • Read user information (names, emails, activity dates)
  • Read account information
  • Send in-app notifications

2. Add the Dashboard Widget

After installation:

  1. Open the sidebar and add a new Dashboard item to your workspace.
  2. In the dashboard, click Add Widget and select Apps.
  3. Find Inactive User Manager under your installed apps and click to add it.

When you open the widget for the first time, you will need to grant Inactive User Manager authorization to access your workspace data. Click Authorize App to open the monday.com permissions window and approve the required scopes.

3. Sync Users

Click the Sync button to fetch all users from your workspace. This retrieves each user's last activity date from monday.com.

The dashboard shows each user with their:

  • Name and email
  • Last activity date
  • Days since last activity
  • Status (Active, Warning, or Inactive)

Understanding User Status

Users are categorized based on how long they have been inactive:

  • Active (green): User has been active within the last 14 days
  • Warning (yellow): User has been inactive for 14 days, approaching the inactive threshold
  • Inactive (red): User has exceeded the inactive threshold

Configuring Settings

Click Settings to configure the app:

Inactivity Threshold

  • Inactive threshold: Number of days before a user is marked as inactive (default: 30 days)

Notification Settings

  • Notify inactive users: Enable or disable notifications to inactive users
  • Notify admins: Enable or disable summary notifications to admins
  • Notification frequency: How often to send reminders (daily, weekly, etc.)

Sending Notifications

You can send notifications in two ways:

Manual Notifications

  • Notify individual users: Click the notify button next to any user in the table
  • Notify all inactive users: Click Notify All to send reminders to all inactive users

Automatic Notifications

The app runs daily checks and sends notifications based on your settings. Users will receive in-app notifications in monday.com.

Workflow Automation Recipes

Inactive User Manager provides custom trigger blocks for monday.com's workflow builder. You can create automation recipes that fire when users become inactive, connecting to any action in the monday.com ecosystem.

Available Triggers

  • When a user becomes inactive for {X} days: Set any threshold per recipe. For example, trigger at 14 days for an early warning and at 60 days for escalation — all on the same workspace.
  • When a user is auto-deactivated: Fires after a user is automatically deactivated, so you can log the event or notify stakeholders.

Example Recipes

  • When a user becomes inactive for 14 days, create an item in your HR board
  • When a user becomes inactive for 30 days, send a Slack message to #it-admin
  • When a user is auto-deactivated, send an email to the IT team
  • When a user becomes inactive for 7 days, change a status column on your team tracker

To set up a recipe, go to Automations on any board, search for Inactive User Manager, and select a trigger. Then choose any action from monday.com or a connected third-party app.

Need Help?

If you have questions or run into issues, visit our support page to get in touch.