Automated Submittable Grantee Report Reminders
Every Monday, WebRun opens Submittable, finds active grants with progress or final reports due within 30 days or already overdue, logs the status to a tracking sheet, and drafts reminder emails in Mailchimp for your grants team to approve before sending to each grantee.
How do I automatically remind grantees when their progress reports are due?
WebRun checks Submittable every Monday for active grants with progress or final reports due within 30 days or already overdue, logs each grantee's status to a Google Sheet, and drafts a personalized reminder email in Mailchimp for every grantee not yet contacted. Your grants team approves each email before it is sent to any grantee.
- No grantee report deadline goes untracked because the list refreshes every Monday
- Grantees receive timely, specific reminders tailored to the type of report due
- Zero reminder emails reach grantees without grants team approval
Built for grantmakers · foundation program officers · grant program managers · corporate social responsibility 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
app.submittable.comin a real browser with your saved login - no setup, no API keys. -
1
Submittable - find reports due or overdue
submittable.com
WebRun opens Submittable to find reports due or overdue. - Open Submittable and navigate to the post-award management section
- Filter active grant awards to those with progress or final reports due within 30 days
- Also flag any reports that are already overdue and have not been submitted
- Capture the grantee name, email, report type, due date, and days remaining or overdue for each
Done when Every grant with a report due within 30 days or overdue is listed with its grantee details and due date.
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2
Google Sheets - log report status by grantee
google.com
WebRun opens Google Sheets to log report status by grantee. - Open the grantee report tracking sheet
- Log or update a row for each flagged grant with the grantee name, report type, due date, and status
- Mark any grantee already reminded this week to prevent duplicate outreach
Done when The tracking sheet reflects the current report due status for all active grants.
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3
Mailchimp - draft reminder emails for approval
mailchimp.com
WebRun opens Mailchimp to draft reminder emails for approval. - Draft a personalized reminder email for each grantee not yet contacted this cycle
- Include the grant name, report type, due date, and submission instructions
- Queue each draft for grants team review and approval before any email is sent
Done when Reminder email drafts are queued in Mailchimp for team approval. No emails are sent automatically.
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 send reminder emails to grantees automatically?
No. Every reminder email is drafted in Mailchimp and queued for your grants team to review and approve. No email is sent to any grantee without explicit human sign-off.
Does it handle both progress reports and final reports?
Yes. It reads both progress report and final report due dates from Submittable and drafts separate, appropriately worded reminders for each type.
How does it avoid contacting a grantee who already submitted their report?
It reads the live submission status from Submittable each Monday, so grantees who have already submitted are skipped and not included in the reminder drafts.
Related templates
Put this on autopilot.
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