Follow Up on Warranty Callbacks
Every Monday, WebRun opens ServiceTitan, finds jobs tagged as warranty callbacks that have been open for more than three days, drafts a follow-up email to each customer with a proposed visit time, and posts the draft queue to Slack for your review and approval before anything is sent.
How can I automatically follow up on open warranty callback jobs before they expire?
Every Monday WebRun opens ServiceTitan, finds warranty callback jobs open for more than three days, drafts a follow-up email to each customer proposing a visit time, and posts the draft queue to Slack for your review - nothing is sent until you approve it.
- No warranty callback falls through the cracks past its window
- Every at-risk job gets a follow-up drafted within the week
- Drafts reviewed by a human before any customer is contacted
Built for HVAC service companies · appliance repair businesses · field service managers · warranty department teams
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.servicetitan.comin a real browser with your saved login - no setup, no API keys. -
1
ServiceTitan - find open warranty callback jobs
servicetitan.com
WebRun opens ServiceTitan to find open warranty callback jobs. - Open ServiceTitan and filter Jobs by the 'Warranty Callback' job type and Open status
- List every job open for more than three days, capturing the customer name, email, original job number, work done, and callback reason
- Sort by oldest open callback first
Done when All open warranty callbacks older than three days are listed with customer contact details.
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2
Gmail - draft follow-up emails
gmail.com
WebRun opens Gmail to draft follow-up emails. - Draft an empathetic follow-up email for each customer referencing the original job number and the warranty issue
- Propose two available visit windows and invite the customer to confirm
- Save each as a Gmail Draft - do not send until approved
Done when A personalised follow-up draft is saved in Gmail for every open warranty callback.
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3
Slack - review queue for approval
slack.com
WebRun opens Slack to review queue for approval. - Post the callback follow-up queue to your operations Slack channel: customer, issue, days open, and a link to the Gmail draft
- Flag any callbacks that are approaching the warranty expiry date as urgent
Done when Your team has a full warranty callback queue in Slack with drafts ready to send after approval.
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 the customer without my approval?
Never. Every follow-up is saved as a Gmail Draft and surfaced in Slack. You review and click Send - nothing goes out without your sign-off.
How does it know a job is a warranty callback?
It filters ServiceTitan by job type. Make sure your team tags warranty revisits correctly and WebRun will pick them up automatically every Monday.
What if the warranty has already expired?
If the warranty date is stored in ServiceTitan, WebRun will flag the draft as 'warranty may have expired' so you can decide how to handle it before emailing.
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