Automated Climbing Gym Membership Reminders
Every morning, WebRun opens Rock Gym Pro, finds memberships expiring in the next 7 days, drafts a personal renewal reminder email for each member, and posts a review list in Slack so staff can approve and send before the day begins.
How do I automatically remind climbing gym members to renew their membership?
WebRun checks Rock Gym Pro every morning for memberships expiring within 7 days, drafts a personal renewal reminder in Gmail for each member, and posts the full list to Slack for staff to review and approve before sending, so no renewal opportunity is missed and no email goes out without a human sign-off.
- Expiring memberships flagged every morning before the gym opens
- No renewal reminder sent without a staff member reviewing it first
- Members expiring within 24 hours surfaced at the top of the daily list
Built for climbing gym owners · gym managers · front desk staff · membership coordinators
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 expiring memberships
rockgympro.com
WebRun opens Rock Gym Pro to find expiring memberships. - Open Rock Gym Pro and navigate to Member Management
- Filter memberships to those expiring within the next 7 days
- Capture each member's name, membership type, expiry date, and email address
- Skip any member who already received a reminder in the past 48 hours
Done when Every membership expiring this week is listed with member details and expiry date.
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2
Gmail - draft renewal reminder emails
gmail.com
WebRun opens Gmail to draft renewal reminder emails. - Draft a personal renewal reminder email for each expiring member
- Include the member's name, membership tier, exact expiry date, and a renewal link
- Leave every draft unsent in the Drafts folder for staff to review and approve
- Do not send any email without explicit staff approval
Done when A draft renewal reminder exists in Gmail for every expiring member, ready for staff review.
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3
Slack - post daily review list for staff
slack.com
WebRun opens Slack to post daily review list for staff. - Post a summary to the gym's staff channel listing every member with a pending renewal
- Include each member's name, membership type, and days until expiry
- Flag any member whose membership expires within 24 hours at the top of the list
Done when Staff have today's renewal 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 send renewal emails to members without staff approval?
No. Every renewal reminder is saved as a Gmail draft and listed in Slack for review. No email is sent until a staff member opens the draft and clicks Send.
How far in advance does it flag expiring memberships?
It flags memberships expiring within the next 7 days by default. Members expiring within 24 hours are highlighted at the top of the Slack list so nothing slips through.
What if a member already renewed before the reminder goes out?
WebRun reads the live membership status in Rock Gym Pro each morning, so anyone who already renewed is automatically skipped and will not receive a duplicate reminder.
Related templates
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