Automated Membership Failed Payment Recovery
Every morning, WebRun opens Wild Apricot, identifies members whose dues payment has failed or is overdue, drafts a polite recovery email for each asking them to update their payment details, and posts an alert to Slack for staff to review and approve before sending.
How do I automatically recover failed membership dues payments?
WebRun checks Wild Apricot every morning for members with failed or overdue dues payments, drafts a polite recovery email in Gmail for each one, and posts a prioritized Slack alert for staff to review. Every draft is held unsent until approved, so no payment request reaches a member without a human check.
- Failed payments are caught every morning before members lapse
- Recovery emails are personalized and on-brand, drafted for staff approval
- Resolved payments are skipped automatically from live Wild Apricot data
Built for professional associations · trade associations · membership managers · nonprofit membership staff
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.wildapricot.comin a real browser with your saved login - no setup, no API keys. -
1
Wild Apricot - find failed or overdue payments
wildapricot.com
WebRun opens Wild Apricot to find failed or overdue payments. - Open Wild Apricot and filter member accounts to those with a failed, declined, or overdue payment status
- Capture each member's name, membership level, amount owed, and payment failure date
- Note how many days since the failure to prioritize the most at-risk accounts
- Skip members who have already resolved their payment or whose account is under a payment plan
Done when Every member with a failed payment is listed with the amount owed and days since failure.
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2
Gmail - draft payment recovery emails
gmail.com
WebRun opens Gmail to draft payment recovery emails. - Draft a polite, on-brand payment recovery email for each member, including their name, the amount owed, and a direct link to update payment details in Wild Apricot
- Use a more urgent tone for members whose payment has been failed for more than 7 days
- Leave every draft unsent, ready for staff review before delivery
Done when A draft recovery email exists in Gmail for every member with a failed payment, unsent and awaiting approval.
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3
Slack - alert staff to review and approve
slack.com
WebRun opens Slack to alert staff to review and approve. - Post an alert to the membership team channel with the count of failed payments found today
- Flag the accounts that have been failed the longest as highest priority
- Include a link to the Gmail drafts folder so staff can review immediately
Done when Staff have a Slack alert with today's failed payment count and a direct link to the drafts queue.
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 contact members about failed payments without staff approval?
No. Every payment recovery email is saved as a Gmail draft and held unsent until a staff member reviews and approves it. Nothing goes to a member automatically.
How does it prioritize which failed payments to flag first?
WebRun ranks by days since the payment failed, surfacing the longest-outstanding accounts at the top of the Slack alert so staff can focus on the members most at risk of lapsing.
What if a member resolves their payment between runs?
WebRun reads the live payment status from Wild Apricot each morning, so anyone who resolved their payment since the last run is automatically removed from the draft queue.
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