Expiration notifications

Trustle reminds a user before their access to an entitlement reaches its expiration. An org admin configures how many days in advance each channel sends a reminder. Most reminders include a button so the user can extend or renew the access without leaving the notification.

How it works

Trustle checks expiring access on an hourly schedule. A record fires a reminder only on the day it matches one of the organization’s configured thresholds exactly. For example, with a threshold of 7 days, a binding that expires in 6 days does not get a reminder that day. Each user gets at most one reminder per record, channel, and threshold, so re-running the check does not send duplicates.

Trustle sends reminders over Email, Slack, and Teams. Each channel has its own set of thresholds.
If a channel has no threshold configured, that channel is opted out. No reminders go out on it.
If a user has no connected account for a channel, for example no linked Slack account, Trustle skips that channel for that user. Reminders on other channels still go out.
Trustle does not send a reminder for a soft-deleted binding or a revoked eligibility.

The reminder text and action depend on how the user got the access:

Access request — the user requested and an approver granted the access. The reminder shows an Extend Access button that extends the original request.
Admin-granted access — an admin granted the access directly. The reminder shows an Extend Access button. Clicking it files a new access request on the user’s behalf, and the entitlement’s approvers review it like any other request.
Self-provisioned access — the user activated the access from a standing eligibility. The reminder is informational and has no button. It tells the user their requests for this entitlement will still be auto-approved for the remaining days on their eligibility.
Expiring eligibility — the user’s eligibility to self-provision is itself about to expire, not a specific access grant. The reminder shows an Extend Eligibility button that sends an extension request to the entitlement’s approvers, so the user does not lose the ability to self-provision.

Before you start

You need an org admin role to change notification thresholds.
A user needs a connected account on a channel, such as a linked Slack account, to receive reminders on that channel.

Configure expiration notifications

Step 1: Open notification settings

Go to your organization’s Policies settings and find the Notification Settings card.

Step 2: Set thresholds per channel

For each channel, Email, Slack, and Teams, open its threshold list and select one or more values. Available thresholds are 1, 3, 7, 14, and 30 days before expiration. Select more than one value to send more than one reminder, for example both 30 and 7 days before expiration.

The default thresholds are:

Channel	Default
Email	`30` and `7` days before expiration
Slack	`7` days before expiration
Teams	`7` days before expiration

Clear all values for a channel to stop sending reminders on that channel.

Step 3: Save changes

Click Save Changes to apply the new thresholds. Click Reset to discard unsaved changes.

What users see

A user who receives an expiration reminder sees text naming the entitlement and the system it belongs to, such as “Your access to X in Y is expiring soon.” Depending on how they got the access, the message includes an Extend Access or Extend Eligibility button, or no button for self-provisioned access.

Clicking Extend Access on an admin-granted reminder opens a pre-filled access request with the reason “Extension request for expiring admin-granted access.” Clicking Extend Eligibility files an extension request to the entitlement’s approvers so the user’s eligibility window does not lapse. In Slack, the reminder arrives as a direct message from the Trustle app; see Slack for how to connect an account.