Automated GCP and CITI Training Expiry Tracking
Every Monday, WebRun opens RealTime-CTMS, reviews all staff GCP and CITI training expiry dates, flags anyone expiring within 60 days, posts a renewal list to Slack for the site manager, and sends each affected staff member a personal renewal reminder email via Mailchimp.
How do I automatically track GCP and CITI certification expiry dates for my research site staff?
WebRun reviews all staff GCP and CITI certification expiry dates in RealTime-CTMS every Monday, flags anyone expiring within 60 days, and posts a prioritized renewal list to Slack. It also queues a personal reminder email in Mailchimp for each affected team member, held in draft until the site manager approves.
- Expiring GCP and CITI credentials surface 60 days early, not the day before they lapse
- Critical expirations within 14 days flagged separately for immediate action
- Staff reminder emails queued and ready, requiring only a single manager approval
Built for research site managers · clinical research coordinators · site network HR teams · compliance officers
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
realtime-ctms.com/loginin a real browser with your saved login - no setup, no API keys. -
1
RealTime-CTMS - find staff with expiring GCP or CITI credentials
realtime-ctms.com
WebRun opens RealTime-CTMS to find staff with expiring GCP or CITI credentials. - Open RealTime-CTMS and navigate to the Staff or Personnel section
- Review GCP and CITI certification expiry dates for every active staff member
- Flag staff with any credential expiring within 60 days
Done when A list of staff with expiring GCP or CITI credentials is ready, with name, role, credential type, and expiry date.
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2
Slack - post renewal list to site manager
slack.com
WebRun opens Slack to post renewal list to site manager. - Post the renewal list to the site manager's Slack channel
- Sort by days to expiry, most urgent first
- Flag certifications expiring within 14 days as critical
Done when Site manager has this week's credential renewal list in Slack.
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3
Mailchimp - draft renewal reminder to each affected staff member
mailchimp.com
WebRun opens Mailchimp to draft renewal reminder to each affected staff member. - Queue a personal renewal reminder email for each affected staff member in Mailchimp
- Include the credential type, expiry date, and link to the renewal resource in each email
- Leave the campaign in draft for site manager review before sending
Done when A draft renewal reminder campaign is ready in Mailchimp for site manager approval before sending to staff.
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 staff without site manager approval?
No. The Mailchimp renewal reminder campaign is left in draft for the site manager to review and send. Staff are never emailed automatically.
Which credential types does it track?
It tracks GCP (Good Clinical Practice) and CITI training certifications stored in the RealTime-CTMS staff records. Additional credential types can be added by updating the filter.
What if a staff member just completed their renewal?
Staff whose credential expiry date has been updated in RealTime-CTMS to a date beyond the 60-day window are excluded from the next weekly run automatically.
Related templates
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