Notify IT in Discord when an employee leaves in Hibob to revoke access
When a Hibob employee’s termination date arrives, this workflow posts a message to the Discord channel your IT team watches, so they know to close that person’s accounts and access.
Hibob
Discord2 steps Setup ~5 min Used on 2.3k sites Free to import
What this workflow does
Offboarding often stalls between HR and IT. HR records the leaving date, and IT finds out days later that a former employee still has a working login. This workflow passes the news along on the day it matters, in the place your IT team already reads.
The Hibob trigger, Employee Left, fires when an employee's termination date has occurred. FlowMattic receives that employee's record from Hibob and hands it to the next step. The Discord step posts a message to the channel you pick, built from the Hibob fields you map into it, such as the person's name, department or work email.
The workflow only sends a message. It does not disable any account or change anything in Hibob, so your IT team still does the revoking. What it removes is the wait for someone to remember to tell them. Each run appears in Task History, so you can check what was posted and when.
Access checklist for a small IT team
One admin looks after email, the VPN and the shared drives. A Discord post on the leaving date gives them a clear cue to work through their revocation checklist for that person.
Contractors finishing a fixed term
Contractors set up in Hibob with an end date trigger the same message when that date arrives, so their tool access is reviewed instead of left running.
Security log of departures
A private IT channel collects one post per leaver, giving the team a running record they can scroll back through during an access review.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
Hibob Employee LeftFires when a Hibob employee's termination date has occurred. The employee's details from Hibob are passed on so you can map them into the Discord message.
- Discord Send Channel Message
Sends a message into the Discord channel you select. Write the text and map in Hibob fields such as the employee's name and email so IT knows whose access to remove.
What you need
- FlowMatticCore
- Hibob AccountAccount
- Discord AccountAccount
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- Put the leaver's work email and department in the message. Those are usually what IT needs to find the person's accounts in each system.
- Add a Filter after the trigger on a Hibob field such as department or site, if only some leavers should reach this channel.
- After import, run a test from the trigger so Hibob's fields are captured, then check that the Discord message shows the values you expect.
Questions about this workflow
When does the Hibob Employee Left trigger fire?
When the employee's termination date has occurred, per FlowMattic's description of the trigger. A leaving date entered in advance therefore produces the Discord message once that date is reached.
Does this workflow revoke anyone's access in other tools?
No. It only posts a Discord message. Your IT team still removes access by hand, or you can add steps for apps FlowMattic connects to if you want to automate part of it.
Can the Discord message go to a single IT person instead of a channel?
Yes. The template uses Discord's Send Channel Message action, but the Discord app in FlowMattic also has Send Direct Message, which sends to one user. Swap the action and pick the person you want to notify.
What Hibob details can I include in the Discord alert?
Whatever the Employee Left event returns. Run a test after connecting Hibob and look at the captured data to see which fields are available to map.
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