Automated Pilot Certificate Tracking
Every Monday, WebRun opens your student currency tracker in Google Sheets, identifies students whose FAA medical or biennial flight review expires within 60 days, drafts a reminder email for each in Gmail for staff review, and posts a Slack summary so your team can follow up before anyone loses currency.
How do I automatically track and remind students about expiring flight medicals and reviews?
Every Monday, WebRun scans your student currency tracker in Google Sheets, identifies students with FAA medicals or biennial flight reviews expiring within the configured window, drafts a personalized reminder email in Gmail for staff to review, and posts a Slack summary so your team can act before anyone loses the ability to fly.
- No student loses currency without at least 60 days of advance notice
- Reminder drafts are ready every Monday without manual list review
- Staff spend minutes approving messages instead of hours auditing spreadsheets
Built for flight school administrators · chief flight instructors · flight school managers
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
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - scan for expiring medicals and flight reviews
google.com
WebRun opens Google Sheets to scan for expiring medicals and flight reviews. - Open the student currency tracker sheet
- Read each student's FAA medical class, expiration date, and last flight review date
- Flag any student whose medical expires within 60 days or whose biennial flight review is due within 90 days
Done when All students nearing a medical or flight-review expiration are identified and listed.
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2
Gmail - draft reminder emails for review
gmail.com
WebRun opens Gmail to draft reminder emails for review. - Draft a friendly reminder email for each flagged student listing what is expiring and by when
- Include a note about scheduling a flight review or medical appointment as relevant
- Save each draft in Gmail for a staff member to review before sending. Do not send automatically
Done when A Gmail draft reminder is ready for each flagged student, awaiting staff review.
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3
Slack - alert staff to upcoming expirations
slack.com
WebRun opens Slack to alert staff to upcoming expirations. - Post a Slack summary listing each flagged student, what is expiring, and when
- Note the number of Gmail drafts waiting for review
- Link to the tracker sheet for the full list
Done when Staff have a weekly Slack summary of currency expirations and know drafts are 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 email students without staff approval?
No. WebRun drafts each reminder in Gmail and posts a Slack alert, but no email is sent until a staff member opens the draft and clicks Send. Every message goes through human review first.
How far in advance does it flag upcoming expirations?
By default, WebRun flags FAA medicals expiring within 60 days and biennial flight reviews due within 90 days. Both windows are configurable to match your school's follow-up lead time.
What if a student renews their medical between runs?
WebRun reads the expiration dates from the Google Sheets tracker each Monday. Update the sheet when a student renews and they will be skipped on the next run automatically.
Related templates
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