Automated Failed Payment Recovery for FECs
Every morning, WebRun opens ROLLER and finds any payments that failed overnight on memberships, party deposits, or general bookings. It drafts a polite recovery email for each affected guest and posts an alert to Slack so your team can review the drafts and act before the reservation is at risk.
How do I automatically recover failed payments at my entertainment center?
Every morning, WebRun opens ROLLER and identifies payments that failed overnight on memberships, deposits, and bookings. It drafts a polite recovery email in Gmail for each affected guest and posts a Slack alert to your team, flagging any events within 7 days as urgent, so failed payments are caught and acted on before reservations are lost.
- Failed payments are caught within hours, not days
- Events with imminent dates are flagged as urgent automatically
- Team never discovers a failed deposit the morning of an event
Built for trampoline parks · arcades · bowling centers · mini-golf venues · family entertainment centers
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
roller.softwarein a real browser with your saved login - no setup, no API keys. -
1
ROLLER - identify failed payments
roller.software
WebRun opens ROLLER to identify failed payments. - Open ROLLER and filter transactions for failed or declined payments in the last 24 hours
- Capture the guest name, email, payment amount, booking type, and failure reason for each
- Note whether the booking is at risk of cancellation based on your payment policy
Done when All failed payments from the last 24 hours are listed with their booking context.
-
2
Gmail - draft payment recovery message
gmail.com
WebRun opens Gmail to draft payment recovery message. - Draft a polite, helpful recovery email addressed to the guest by name
- Explain that the payment did not go through and provide a clear link to update their payment details
- Mention the booking date and what is at risk if not resolved
- Save as a draft - do not send without team review
Done when A draft recovery email is queued in Gmail for each failed payment.
-
3
Slack - alert team to failed payments
slack.com
WebRun opens Slack to alert team to failed payments. - Post an alert to the operations channel listing each failed payment
- Include guest name, amount, booking date, and urgency flag if the event is within 7 days
- Note that draft recovery emails are ready in Gmail for review
Done when The team has a current failed payment alert in Slack with draft emails ready.
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 retry the payment automatically?
No. WebRun drafts the recovery email and alerts your team - it does not attempt to charge the guest again. All payment retries happen through ROLLER with your team's approval.
What if the same payment fails multiple days in a row?
WebRun flags repeat failures with an escalation note in the Slack alert so your team knows to follow up directly rather than send another automated draft.
Does it cancel the booking when a payment fails?
No. WebRun never cancels or modifies a booking. It only surfaces the failure and drafts the outreach - all booking decisions stay with your team.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.