Automated Gym Membership Renewals
Every morning, WebRun opens Zen Planner, finds memberships expiring in the next 14 days, drafts a personal renewal email in Gmail for each member, and posts a Slack worklist sorted by expiry date so staff can act before anyone lapses.
How do I automatically remind gym members to renew their membership?
WebRun opens Zen Planner every morning and finds every membership expiring in the next 14 days. It drafts a personal renewal email in Gmail for each member and posts coaching staff a Slack worklist sorted by expiry date. Staff review and send each draft, preventing lapses without sending unapproved renewal messages.
- Expiring memberships are caught 14 days in advance, not the day they lapse
- Every at-risk member gets a personalized, staff-reviewed renewal draft
- Staff see an urgency-sorted renewal worklist in Slack each morning
Built for CrossFit gym owners · box membership directors · gym operations staff · functional fitness studios
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.zenplanner.comin a real browser with your saved login - no setup, no API keys. -
1
Zen Planner - find expiring memberships
zenplanner.com
WebRun opens Zen Planner to find expiring memberships. - Open Zen Planner and filter members by contract expiry date
- Identify memberships expiring within the next 14 days
- Capture each member's name, membership tier, expiry date, and attendance frequency
Done when All memberships expiring within 14 days are listed with tier and expiry date.
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2
Gmail - draft renewal emails
gmail.com
WebRun opens Gmail to draft renewal emails. - Draft a personal renewal email for each expiring member
- Highlight their membership tier and suggest the same or an upgraded plan
- Save each email as a draft unsent so staff can review and personalize before sending
Done when A reviewed renewal draft exists in Gmail for every expiring member.
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3
Slack - post renewal worklist
slack.com
WebRun opens Slack to post renewal worklist. - Post a renewal worklist to the membership channel sorted by expiry date
- Include each member's name, tier, days until expiry, and draft email status
- Flag memberships expiring within three days as urgent
Done when Staff have today's renewal worklist in Slack with email drafts ready to review.
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 members about renewal without staff reviewing first?
No. WebRun saves every renewal email as a Gmail draft and leaves it unsent. Staff review and personalize each message before it goes out, ensuring every member receives a genuine and accurate renewal offer.
How far in advance does it flag expiring memberships?
WebRun flags memberships expiring within the next 14 days each morning, with those expiring in three days or fewer marked urgent at the top of the Slack worklist so staff prioritize the most time-sensitive renewals first.
What if a member renews before staff send the draft email?
Membership status is read live from Zen Planner each morning. Anyone who renews overnight will not appear on the next day's worklist and their draft email can be discarded.
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