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Planning Pod Automated Sponsor Deliverable Tracking

Every Monday, WebRun opens Planning Pod, checks every sponsor's deliverables like logo placement, signage, and mentions against their due dates, logs the status of each to Google Sheets, and drafts an Outlook update for any sponsor whose items are now complete, so nothing owed to a sponsor slips past its date.

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Runs on WebRun · Strict Lockdown policy
Every Monday at 9:00 AM WebRunorchestrates each step
1 Planning Pod check sponsor deliverables due
2 Google Sheets log deliverable status
3 Outlook draft a sponsor status update
In short

How do I track sponsor deliverables and confirm them on time?

WebRun checks Planning Pod every Monday for sponsor deliverables like signage, logos, and mentions coming due, and logs the status of each to a Google Sheet sorted by due date. For any sponsor whose items are now complete, it drafts a status update in Outlook and leaves it unsent, so nothing owed to a sponsor is missed or forgotten.

  • No sponsor deliverable is missed or delivered late
  • Deliverable status is logged and current every single Monday
  • Status updates are drafted and ready, never sent without review

Built for event planning firms · conference and trade show organizers · corporate event sponsorship teams · event marketing agencies

Step by step

What does WebRun do on every run?

The exact actions WebRun takes, in order - in plain language, so you can adjust anything.

  1. WebRun signs in and gets to work

    Opens app2.planningpod.com in a real browser with your saved login - no setup, no API keys.

  2. 1
    Planning Pod - check sponsor deliverables due
    planningpod.com
    WebRun in Planning Pod: check sponsor deliverables due
    WebRun opens Planning Pod to check sponsor deliverables due.
    • Open Planning Pod and go to the sponsor records for each active event
    • List every deliverable owed to the sponsor with its due date and current status
    • Flag any deliverable due within 7 days that is not marked complete

    Done when Every sponsor deliverable is listed with its status and due date.

  3. 2
    Google Sheets - log deliverable status
    google.com
    WebRun in Google Sheets: log deliverable status
    WebRun opens Google Sheets to log deliverable status.
    • Open the Sponsor Deliverable Tracker sheet
    • Update the status column for each deliverable: pending, in progress, or complete
    • Sort by due date, soonest first, and highlight anything overdue

    Done when The tracker sheet reflects the current status of every sponsor deliverable.

  4. 3
    Outlook - draft a sponsor status update
    microsoft.com
    WebRun in Outlook: draft a sponsor status update
    WebRun opens Outlook to draft a sponsor status update.
    • For any sponsor whose deliverables are now fully complete, draft a short status update confirming what was delivered
    • Save each as a draft in Outlook for your review
    • Leave every draft unsent. WebRun never emails a sponsor on its own

    Done when A status update draft is waiting in Outlook for every sponsor who is fully delivered.

Run settings

How is each run configured?

Starting pageWhere Chrome opens at the start of each run
app2.planningpod.com
ScheduleRuns automatically on this cadence
Every Monday at 9:00 AM
DeliveryHow each run's result reaches you
Deliverable tracker · Google Sheets
OutputWhat each run produces - A Google Sheet tracking every sponsor deliverable and a ready to send status update draft in Outlook per sponsor.
Spreadsheet + drafts
Setup & safety

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.

Your credentials stay in your own private environment - WebRun never stores your passwords.
Strict Lockdown

Every action is checked against this policy before it runs.

Domains ALLOWLIST
Typed input ALLOW
Shell command BLOCK
File uploads BLOCK
Runs in a contained environment More on policies
Good to know

Questions, answered

Will it email sponsors without me?

No. WebRun only drafts the status update in Outlook and leaves it unsent. You review and send it yourself, so no sponsor gets a message you have not approved.

How does it know a deliverable is overdue?

It compares each deliverable's due date to today against the status already recorded in Planning Pod, and flags anything due within 7 days that is not marked complete.

What if a deliverable was already marked done in Planning Pod?

It reads the live status each Monday, so anything already marked complete in Planning Pod is logged as done and will not appear on the at risk list.

Keep going

Related templates

Automatic Attendee Count Confirmation Reminders
WebRun checks Planning Pod every morning for events within 10 days that still need a final headcount, drafts a reminder in Outlook asking the client to confirm, and logs who still owes a number to Google Sheets.
Planning Pod›Outlook›Google Sheets
Planning Pod Automated Event Budget Reports
WebRun compares actual spend against the budget in Planning Pod every Monday, flags any event running over on a line item, and posts a variance report to Slack and a tracking sheet in Google Sheets.
Planning Pod›Google Sheets›Slack
Planning Pod Automated Event Invoice Reminders
WebRun checks invoice status in Planning Pod every Monday, drafts a polite payment reminder in Outlook for each overdue client, and posts your team a Slack list of who still owes a balance.
Planning Pod›Outlook›Slack

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