Automated Calibration Service Reminders to Customers
Every Monday, WebRun opens IndySoft to find customers whose instruments are due for their next scheduled calibration within the next 30 days, drafts a personalized re-engagement email for each in Gmail, and sends an SMS via Twilio to customers who opted in to text reminders.
How do I automatically remind customers when their instruments are due for calibration service?
WebRun opens IndySoft every Monday to find customers with instruments due for calibration within the next 30 days, drafts a personalized re-engagement email for each customer in Gmail for human review, and queues SMS reminders via Twilio for opted-in contacts. Active bookings are skipped automatically, so your lab reaches the right customers at the right time.
- Customers are proactively contacted 30 days before their instruments are due
- Instruments with active bookings are skipped, preventing duplicate outreach
- Opted-in customers receive both email and SMS reminders for higher response rates
Built for calibration lab sales coordinators · commercial metrology services · quality lab managers · instrument service providers
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
www.indysoft.comin a real browser with your saved login - no setup, no API keys. -
1
IndySoft - find customers with instruments due in 30 days
indysoft.com
WebRun opens IndySoft to find customers with instruments due in 30 days. - Open IndySoft and filter customer asset records by next calibration due date within the next 30 days
- Group assets by customer, listing each instrument due and its calibration interval
- Exclude customers who already have an active job or quote in progress for the same instrument
Done when All customers with instruments due within 30 days are listed by customer with asset details.
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2
Gmail - draft re-engagement email per customer
gmail.com
WebRun opens Gmail to draft re-engagement email per customer. - Draft a friendly, personalized re-engagement email for each customer listing their instruments due and inviting them to book
- Include a direct link to the lab's booking page or contact details
- Leave every draft for a team member to review before sending. Do not send automatically.
Done when A draft re-engagement email is staged for each customer with instruments due.
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3
Twilio - draft SMS reminder for opted-in customers
twilio.com
WebRun opens Twilio to draft SMS reminder for opted-in customers. - For customers with SMS reminders enabled, draft a short text reminder naming the instrument due and inviting them to book
- Queue the SMS for supervisor approval before sending. Do not send automatically.
Done when SMS reminders are queued for review for all opted-in customers.
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 customers automatically without review?
No. All emails are drafted in Gmail and all SMS messages are queued via Twilio for supervisor approval before anything is sent to a customer.
What if a customer already has a job booked for the same instrument?
It checks IndySoft for active jobs and open quotes per customer and skips any instrument that already has one in progress, so customers are never contacted unnecessarily.
Can it remind customers for instruments with different calibration intervals?
Yes. It reads the individual calibration interval set on each asset in IndySoft, so instruments with 6-month, annual, or custom intervals are all handled correctly.
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