Automated Climbing Gym Failed Payment Recovery
Every morning, WebRun opens Rock Gym Pro and finds memberships with a failed or declined payment from the past 24 hours, drafts a polite payment-recovery email for each affected member, and posts a prioritized alert list to Slack so staff can follow up before the member's next visit.
How do I automatically follow up on failed climbing gym membership payments?
WebRun scans Rock Gym Pro every morning for failed or declined membership payments, drafts a friendly recovery email in Gmail for each affected member, and posts a prioritized Slack alert so staff can act before the member's next check-in attempt, recovering revenue without any manual billing review.
- Failed payments surfaced every morning before the gym opens
- Highest-risk accounts with multiple failures flagged first
- No recovery email sent to members without staff review
Built for climbing gym owners · gym managers · membership coordinators · billing 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.rockgympro.comin a real browser with your saved login - no setup, no API keys. -
1
Rock Gym Pro - find failed payments
rockgympro.com
WebRun opens Rock Gym Pro to find failed payments. - Open Rock Gym Pro and navigate to the billing or payments section
- Filter for memberships with a failed, declined, or returned payment in the past 24 hours
- Capture each member's name, membership type, failed amount, and contact email
- Note how many previous failed attempts each account has to prioritize outreach
Done when Every failed payment from the past 24 hours is listed with the member's details and failure count.
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2
Gmail - draft payment recovery messages
gmail.com
WebRun opens Gmail to draft payment recovery messages. - Draft a friendly, non-alarming payment recovery email for each affected member
- Include the member's name, the failed amount, and a clear link to update their payment method
- Adjust the tone for repeat failures to be slightly more direct while remaining courteous
- Save every email as a draft for staff review. Do not send without approval
Done when A draft payment recovery email exists in Gmail for every member with a failed payment.
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3
Slack - alert staff with a priority list
slack.com
WebRun opens Slack to alert staff with a priority list. - Post a prioritized alert to the staff channel listing every failed payment
- Sort by number of failed attempts, with the highest-risk accounts at the top
- Include each member's name, membership tier, amount owed, and days since first failure
Done when Staff have a prioritized failed-payment list in Slack and can approve the queued Gmail drafts.
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 my approval?
No. Every recovery email is saved as a Gmail draft and flagged in Slack. Nothing is sent to the member until a staff member reviews and approves the message.
How does it prioritize which failed payments to address first?
It sorts by the number of failed payment attempts, so accounts with multiple consecutive failures appear at the top of the Slack list and get attention before access is affected.
What happens if the member updates their payment and it succeeds before staff respond?
WebRun reads the live billing status in Rock Gym Pro each morning, so members who have already resolved their payment are automatically removed from the next day's list.
Related templates
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