Automated ServiceTitan Membership Renewal Reminders
Every Monday, WebRun opens ServiceTitan, finds membership plan customers whose plan expires within the next 45 days, logs each one in an Airtable renewal tracker, drafts a personalized renewal email in Gmail for each customer, and queues the drafts for your team to review before any message reaches a customer.
How do I automatically remind garage door membership customers to renew before their plan expires?
Every Monday, WebRun finds garage door membership plan customers with expiry dates within the next 45 days in ServiceTitan, logs them in an Airtable renewal tracker with contact history, and drafts a personalized renewal email in Gmail for each eligible customer. No reminder reaches a customer until your team reviews and approves it.
- Every expiring membership gets a renewal reminder queued 45 days in advance
- Customers already contacted are excluded from duplicate outreach via Airtable tracking
- Renewed memberships are cleared automatically from live ServiceTitan data
Built for garage door companies · home service business owners · customer success 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
go.servicetitan.comin a real browser with your saved login - no setup, no API keys. -
1
ServiceTitan - find membership plans expiring within 45 days
servicetitan.com
WebRun opens ServiceTitan to find membership plans expiring within 45 days. - Open ServiceTitan and navigate to the Membership or Service Agreement section
- Filter for active memberships with an expiry date within the next 45 days
- Capture customer name, email, plan type, expiry date, and renewal price for each
Done when All memberships expiring within 45 days are listed with customer and plan details.
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2
Airtable - log renewal candidates in tracker
airtable.com
WebRun opens Airtable to log renewal candidates in tracker. - Open the membership renewal tracker base in Airtable
- Add or update each expiring customer with their plan type, expiry date, and contact status
- Mark any customers already contacted in the last two weeks to prevent duplicate outreach
Done when The Airtable renewal tracker reflects all current expiring memberships and contact history.
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3
Gmail - draft personalized renewal reminder emails
gmail.com
WebRun opens Gmail to draft personalized renewal reminder emails. - Draft a personalized renewal reminder email for each customer not yet contacted
- Include the plan name, expiry date, renewal price, and the key benefits of staying enrolled
- Leave every draft unsent for your team to review and approve before sending
Done when A Gmail draft renewal reminder is queued for every eligible expiring member.
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 renewal emails go to customers automatically?
No. Every renewal reminder is saved as a Gmail draft for your team to review and approve before sending. No message reaches a customer without human sign-off.
How does it avoid emailing the same customer multiple times?
The Airtable tracker records each contact date, and WebRun skips customers already contacted in the last two weeks, so no member receives more than one reminder per fortnight.
What if a customer already renewed their plan?
WebRun reads the live membership expiry date in ServiceTitan each run. Customers who have already renewed and have a new future expiry date are skipped automatically.
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Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.