Follow up with customers when their instrument fails calibration
Every morning, WebRun checks IndySoft for calibration results recorded as out of tolerance or failed since the previous run, drafts a professional follow-up email for each affected customer in Gmail explaining the finding and the recommended action, and notifies the lab supervisor in Slack.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically follow up with customers when their instrument fails calibration?
WebRun checks IndySoft every morning for out-of-tolerance and failed calibration results recorded since the previous run. It posts an immediate alert to the lab supervisor in Slack and drafts a clear, factual follow-up email to the affected customer in Gmail for supervisor review before sending, so every failed result is communicated promptly and professionally without risking premature or unapproved customer contact.
- Every failed calibration result gets a supervisor-reviewed customer follow-up on the same day
- No out-of-tolerance result goes uncommunicated due to busy technician schedules
- Lab supervisors are alerted in Slack within hours of a failed result being recorded
Built for calibration lab supervisors · quality managers · commercial calibration services · ISO 17025 labs
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.indysoft.comin a real browser with your saved login - no setup, no API keys. -
1
IndySoft - find failed or out-of-tolerance calibration results since yesterday
indysoft.com How to Automate IndySoft
WebRun opens IndySoft to find failed or out-of-tolerance calibration results since yesterday. - Open IndySoft and filter calibration records updated to Out of Tolerance or Failed since the previous run
- Capture the asset ID, instrument description, customer name, contact email, the out-of-tolerance measurement, and the technician who performed the calibration
- Skip any result already followed up in a prior run
Done when All new out-of-tolerance and failed calibration results are identified with customer and measurement details.
-
2
Slack - notify the lab supervisor
slack.com How to Automate Slack
WebRun opens Slack to notify the lab supervisor. - Post an alert to the quality Slack channel for each out-of-tolerance result, naming the asset, customer, and measurement deviation
- Tag the lab supervisor for awareness and any required quality review
Done when The lab supervisor is alerted in Slack to every new out-of-tolerance result.
-
3
Gmail - draft follow-up email to the affected customer
gmail.com How to Automate Gmail
WebRun opens Gmail to draft follow-up email to the affected customer. - Draft a professional, factual follow-up email to the customer explaining that the instrument did not pass calibration and what the out-of-tolerance measurement was
- Include the recommended next steps: repair, replacement, or re-calibration after adjustment
- Leave every draft for a supervisor to review and approve before sending. Do not send automatically.
Done when A draft follow-up email is staged in Gmail for every affected customer, pending supervisor approval.
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 email the customer about the failed result automatically?
No. Every customer follow-up email is drafted in Gmail and held for a supervisor to review and approve. No communication reaches the customer without explicit human sign-off.
What detail does the draft email include about the out-of-tolerance result?
It includes the asset ID, instrument description, the specific measurement that was out of tolerance, and a recommended next step based on the result type recorded in IndySoft.
What if the same instrument fails multiple times?
It checks which asset and result combinations have already been drafted and skips duplicates, so each distinct failure event generates exactly one follow-up draft.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.