Automated HelmBot Session Package Balance Alerts
Every morning, WebRun opens HelmBot, finds members with 2 or fewer sessions left on a prepaid package, logs each one to a Google Sheet with their remaining balance, and drafts a friendly top up reminder in Gmail that your team reviews before it sends.
How do I remind cryotherapy members before their session package runs out?
WebRun checks HelmBot every morning for members with 2 or fewer sessions left on a prepaid package, logs each one to a Google Sheet with their remaining balance, and drafts a friendly top up reminder in Gmail suggesting a package that matches their visit habits. Your team reviews and sends it, so no regular loses momentum.
- Members top up before their package hits zero, not after
- Every low balance member is caught the same morning it happens
- No member is reminded twice in the same week
Built for cryotherapy studio owners · membership sales teams · front desk staff · multi-location cryo studios
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
app.helmbot.comin a real browser with your saved login - no setup, no API keys. -
1
HelmBot - check session package balances
helmbot.com
WebRun opens HelmBot to check session package balances. - Open HelmBot and pull all active session package balances
- Filter to members with 2 or fewer sessions remaining
- Capture the package size, sessions used, and last visit date for each
Done when Every member at or below the low balance threshold is listed with their remaining sessions.
-
2
Google Sheets - log members running low
google.com
WebRun opens Google Sheets to log members running low. - Open the Package Balance tracker sheet
- Append or update a row per low balance member with today's check date
- Mark members already reminded this week so they are not logged twice
Done when The tracker sheet reflects every low balance member as of today, with no duplicate rows.
-
3
Gmail - draft a top up reminder
gmail.com
WebRun opens Gmail to draft a top up reminder. - Draft a friendly reminder naming the member's remaining sessions and package options
- Suggest the package size that matches their recent visit frequency
- Save each reminder as a draft, do not send any of them automatically
Done when A reviewed, unsent draft exists in Gmail for every low balance member not already reminded this week.
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 members get an email automatically when their balance is low?
No. WebRun drafts a top up reminder in Gmail for each low balance member and leaves it in your drafts folder, a staff member reviews and sends it.
What counts as running low?
By default, 2 or fewer remaining sessions on a prepaid package. The threshold can be adjusted in your run settings to catch members earlier or later.
Will the same member get reminded every day?
No. The Google Sheet tracks who was already reminded this week, so WebRun skips them until their balance changes or a new week starts.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.