Automated RBT BCBA Credential Expiry Tracking
Every Monday, WebRun opens CentralReach, reviews credential expiry dates for all active RBTs and BCBAs, logs any certification expiring within 60 days to a Google Sheet, posts a Slack digest for leadership, and drafts individual staff reminder emails for HR to review and send.
How do I automatically track RBT and BCBA credential expiry dates?
WebRun reviews CentralReach every Monday for RBT and BCBA credentials expiring within 60 days, logs each one to a Google Sheet ranked by urgency, and posts a Slack digest for leadership. It then drafts individual renewal reminder emails in Gmail for your HR lead to review and send before any certification lapses.
- No RBT or BCBA credential lapses because the 60-day window is checked every Monday
- HR opens Slack each week to a ranked list of renewal priorities
- Renewed credentials drop off the list automatically from live CentralReach data
Built for ABA HR managers · BCBA clinical directors · ABA practice owners · behavioral health practices
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.centralreach.comin a real browser with your saved login - no setup, no API keys. -
1
CentralReach - check staff credential expiry dates
centralreach.com
WebRun opens CentralReach to check staff credential expiry dates. - Open CentralReach and navigate to the staff or human resources section
- Review credential records for all active RBTs and BCBAs
- Flag any certification, supervision requirement, or CPR card expiring within 60 days
- Note the staff member's name, credential type, expiry date, and supervising BCBA
Done when Every at-risk credential is listed with the staff name, type, and days remaining.
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2
Google Sheets - log credentials nearing expiry
google.com
WebRun opens Google Sheets to log credentials nearing expiry. - Open the Staff Credential Tracker sheet
- Append each expiring credential as a new row with today's check date
- Sort records by days remaining, soonest first
- Mark credentials expiring within 30 days in a separate urgency tier
Done when The tracker sheet reflects the current week's full credential expiry list sorted by urgency.
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3
Slack - alert leadership with a weekly digest
slack.com
WebRun opens Slack to alert leadership with a weekly digest. - Post a weekly digest to the leadership or HR Slack channel
- List the count of credentials expiring within 30 and 60 days
- Name the staff members with the most urgent expirations and link to the full Google Sheet
Done when Leadership has a Slack summary of this week's credential renewal priorities.
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4
Gmail - draft staff renewal reminders
gmail.com
WebRun opens Gmail to draft staff renewal reminders. - Draft a professional renewal reminder email for each staff member with an expiring credential
- Include the credential name, expiry date, and relevant renewal steps or links
- Leave every draft unsent for HR to review, adjust if needed, and send. Do not send any message automatically.
Done when A Gmail draft exists for each staff member with an expiring credential, awaiting HR review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send reminder emails to staff automatically?
No. Every staff-facing reminder is saved as a Gmail draft for your HR lead to review and send. No message reaches a staff member without human approval.
Which credentials does it track?
It covers RBT certifications, BCBA certifications, supervision logs, and CPR or first aid cards stored in CentralReach. Any additional credential types your practice tracks can be included in the configuration.
What happens if a staff member renews their credential?
It reads live data from CentralReach each Monday, so any credential already renewed and updated in the system will reflect the new expiry date and drop off the urgent list automatically.
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