Automated Immunization Expiry Reminders
Every morning, WebRun opens Procare, checks each child's immunization records for ones expiring soon or already lapsed, logs them to a sheet, and drafts a friendly reminder per family in Gmail asking for updated paperwork, left unsent for your director to review and send.
How do I remind families about expiring immunization records automatically?
Every morning, WebRun opens Procare, checks each child's immunization records for ones expiring soon or already lapsed, and captures the record due and expiry date. It logs them to a Google Sheet and drafts a friendly reminder per family in Gmail asking for updated paperwork, left unsent for your director to review and send.
- Expiring records get a reminder with lead time, not after they lapse
- Every reminder is drafted and waits for the director to send
- Updated children drop off the list automatically each run
Built for childcare directors · daycare owners · center administrators · enrollment coordinators
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.procaresoftware.comin a real browser with your saved login - no setup, no API keys. -
1
Procare - find expiring records
procaresoftware.com
WebRun reviews immunization tracking for each child in Procare. - Open Procare and review the immunization tracking for each child
- Find records expiring within your lead-time window or already lapsed
- Capture the child, the vaccine or form due, and the date it expires
Done when Every child with an expiring or lapsed immunization record is listed with the date due.
-
2
Google Sheets - log who is due
google.com
WebRun records each expiring immunization record in a ranked sheet. - Log each child, family contact, the record due, and the expiry date
- Sort so already-lapsed records sit above those expiring soon
- Skip families reminded in the last week to avoid repeat nudges
Done when The sheet lists every child due, ranked from lapsed to expiring soon.
-
3
Gmail - draft family reminders
gmail.com
WebRun drafts an immunization reminder per family and leaves it unsent. - Draft a friendly reminder to each family naming the record and due date
- Explain how to submit the updated paperwork and offer a contact
- Leave every reminder unsent in Drafts for the director to review and send. Never email a family on its own
Done when An immunization reminder sits in Gmail Drafts for each family, none sent.
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 families on its own?
No. WebRun drafts each immunization reminder and leaves it unsent in Gmail Drafts. Your director reviews the list, edits anything, and sends only the reminders they approve, so no message goes to a family without a staff member checking it.
How far ahead does it flag a record?
WebRun reads the immunization tracking in Procare and flags records inside the lead-time window you set, plus any already lapsed, so families get a reminder with enough notice to gather and submit updated paperwork.
Will a family that already updated get reminded?
No. WebRun reads the live records in Procare each morning, so a child whose updated immunization has been entered no longer shows as due and drops off the draft list.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.