Automated Student Reactivation
Every Monday, WebRun opens your student roster in Google Sheets, finds students who have not had a logged flight or lesson in 60 or more days, drafts a personalized winback email campaign in Mailchimp for staff review, and posts a Slack summary listing each inactive student so your team can decide who to reach out to and who to hold off on.
How do I automatically find and re-engage inactive flight students?
Every Monday, WebRun scans your student roster in Google Sheets for anyone inactive for 60 or more days, drafts a personalized winback email campaign in Mailchimp for staff to review, and posts a Slack summary of the inactive list so your team can decide who to re-engage and who to hold before any email is sent.
- Inactive students are identified every Monday without manual roster review
- A personalized winback campaign is staged and ready for approval each week
- No re-engagement email reaches a student until staff decide it is appropriate
Built for flight school owners · flight school administrators · flight training 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 - find inactive students
google.com
WebRun opens Google Sheets to find inactive students. - Open the student activity tracker in Google Sheets
- Read each student's last logged flight or lesson date
- Flag any student who has not had a logged activity in 60 or more days and is not marked as graduated or withdrawn
Done when All inactive students, defined as no activity for 60 or more days, are identified and listed.
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2
Mailchimp - draft winback email campaign for review
mailchimp.com
WebRun opens Mailchimp to draft winback email campaign for review. - Draft a personalized winback email for each inactive student acknowledging the gap and inviting them to book a lesson
- Include a warm, encouraging tone that references how far they have come in their training
- Stage the campaign in Mailchimp as a draft and do not send it. Leave it for staff review and approval before any email is sent
Done when A Mailchimp draft campaign is ready for the inactive student list and awaiting staff approval before sending.
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3
Slack - alert staff to inactive student list
slack.com
WebRun opens Slack to alert staff to inactive student list. - Post a Slack summary listing each inactive student, their last activity date, and how many days they have been away
- Note that a Mailchimp draft campaign is staged and ready for review
- Prompt staff to decide which students to include and which to exclude before approving the send
Done when Staff have a Slack list of inactive students and know a Mailchimp draft is waiting for their 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 inactive students without staff reviewing the list first?
No. WebRun stages the winback campaign as a draft in Mailchimp and posts a Slack summary for staff to review. No email is sent to any student until a staff member approves the campaign and chooses to send it.
How does it define an inactive student?
By default, WebRun flags students with no logged flight or lesson activity in 60 or more days who are not marked as graduated or formally withdrawn in Google Sheets. The inactivity threshold is configurable during setup.
Can staff exclude specific students from the winback list?
Yes. The Slack summary shows the full list before anything is sent. Staff can remove individual students from the Mailchimp draft before approving, so only the right people receive the re-engagement email.
Related templates
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