Automated FutureLearn Access Expiry Reminders
Every morning, WebRun opens FutureLearn, checks each learner's course upgrade and access window for expirations in the next 7 days, logs them to Airtable, and drafts a Gmail reminder for each learner before their access closes.
How do I remind learners before their FutureLearn access expires?
WebRun checks every learner's FutureLearn course upgrade and access window each morning for expirations within the next 7 days. It logs the list to Airtable and drafts a Gmail reminder naming the course and closing date, so a human can send it before access closes and a learner loses unfinished progress.
- Learners get a reminder before access closes, not after
- Every upcoming expiry is tracked in one Airtable list
- Completed learners are automatically skipped from reminders
Built for corporate training buyers · L&D teams · training providers · course administrators
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
www.futurelearn.comin a real browser with your saved login - no setup, no API keys. -
1
FutureLearn - check access expiry dates
- Open FutureLearn and check each learner's course upgrade or access window
- Compare the access end date against today plus 7 days
- List every learner whose access is about to close
Done when Every learner's access window has been checked for upcoming expiry.
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2
Airtable - log upcoming expirations
airtable.com
WebRun opens Airtable to log upcoming expirations. - Add a row for each learner with their course and access end date
- Mark whether a reminder has already been sent for that expiry
- Update the status once the reminder is drafted
Done when Every upcoming expiry is logged in Airtable.
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3
Gmail - draft the reminder email
gmail.com
WebRun opens Gmail to draft the reminder email. - Draft a reminder email for each learner naming their course and access end date
- Mention how to extend or complete the course before it closes
- Leave the drafts in Gmail for review. WebRun never emails learners on its own
Done when A draft reminder exists for every learner with access expiring soon.
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 learners without approval?
No. WebRun only drafts the reminder in Gmail. A human on your team reviews and sends it before any learner sees it.
How far ahead does it warn?
It flags access expiring within the next 7 days, giving learners enough notice to finish a course or request an extension.
What if a learner already finished the course?
It checks live completion and access status in FutureLearn each run, so anyone who's already done is skipped automatically.
Related templates
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