Chase Declined & Deferred Repairs
Every Monday, WebRun scans CDK Global for repair orders where recommended work was declined or deferred in the past two weeks, drafts a personalised follow-up email for each customer explaining the safety or maintenance concern, saves them as Gmail drafts, and sends your service advisors a Slack roundup to review before anything is sent.
How can I automatically follow up with customers who declined or deferred a repair?
Every Monday, WebRun scans CDK Global for repair orders where recommended work was declined or deferred in the past two weeks, drafts a personalised follow-up email for each customer explaining the safety or maintenance concern, saves them as Gmail drafts, and sends your service advisors a Slack roundup - nothing is sent until an advisor approves each message.
- Declined and deferred repairs are chased systematically each week rather than depending on individual advisor memory
- Personalised emails reference the specific repair concern so customers understand the relevance
- Service advisors approve every message in Slack before it reaches the customer
Built for service advisors · dealership service managers · independent garages · automotive group operators
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.cdkglobal.comin a real browser with your saved login - no setup, no API keys. -
1
CDK Global - find declined or deferred repair recommendations
cdkglobal.com
WebRun opens CDK Global to find declined or deferred repair recommendations. - Open CDK Global and filter repair orders closed in the last 14 days where at least one recommended op-code was marked 'Declined' or 'Deferred'
- Capture the customer name, email, vehicle, and the specific repair(s) they declined with the quoted price
- Skip customers already followed up on for the same declined item
Done when All customers with outstanding declined or deferred repairs are listed with repair details.
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2
Gmail - draft personalised follow-up message
gmail.com
WebRun opens Gmail to draft personalised follow-up message. - Draft an email for each customer that names the vehicle, describes the deferred repair in plain language, and explains why it matters (safety, reliability, or warranty)
- Include the original quote and a prompt to book - do not offer a discount unless your policy specifies one
- Save as a draft; do not send
Done when A personalised follow-up draft exists in Gmail for each declined-repair customer.
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3
Slack - alert advisors to review drafts
slack.com
WebRun opens Slack to alert advisors to review drafts. - Post a weekly declined-repairs list to #service-advisors with the customer name, vehicle, repair item, and draft link
- Sort by highest-value deferred work first
Done when Advisors have this week's full declined-repair list with draft links ready to review.
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 customers without a service advisor checking?
No - every email is a Gmail draft. The advisor reviews the Slack list, opens each draft, and sends it themselves. Nothing goes out automatically.
What if the customer has already booked the repair since declining?
WebRun checks CDK Global for an open repair order on the same op-code before drafting - if one exists, that customer is skipped.
Can we prioritise safety-critical declines over cosmetic ones?
Yes - tell WebRun which op-code categories are safety-critical and it will flag and sort those at the top of the Slack list.
Related templates
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