Automated Headspace Team Renewal Reminders
Every Monday, WebRun opens Headspace, checks the team plan's seat count, active usage, and renewal date, logs the current usage against the seat count in Airtable, and emails finance a reminder so the renewal decision gets made before the plan auto-charges.
How do I know if my company's Headspace seats are being used before it renews?
WebRun checks the Headspace team plan every Monday for its seat count and renewal date, logs usage against the seat count in Airtable, and emails finance a reminder once renewal is inside 30 days. HR and wellness admins get an informed renewal decision instead of an automatic charge for seats nobody is using.
- Finance sees a renewal coming with real usage data attached
- Underused seats get flagged before the plan auto-renews
- No Headspace charge lands as a surprise on the corporate card
Built for HR administrators · people operations teams · finance teams managing vendor renewals · employee wellness program managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.headspace.com/loginin a real browser with your saved login - no setup, no API keys. -
1
Headspace - check the plan's seat count and renewal date
headspace.com
WebRun opens Headspace to check the plan's seat count and renewal date. - Open the team admin console and check the seat count
- Note how many seats are actively used
- Check the plan's renewal date
Done when Seat count, active usage, and renewal date are captured.
-
2
Airtable - log usage against the seat count
airtable.com
WebRun opens Airtable to log usage against the seat count. - Log this week's active usage against total seats purchased
- Update the running usage trend
- Note the days remaining until renewal
Done when Usage and seat count are logged in Airtable.
-
3
Gmail - email finance the renewal reminder
gmail.com
WebRun opens Gmail to email finance the renewal reminder. - Email finance the seat count, usage, and renewal date once inside 30 days
- Note whether usage supports keeping the current seat count
- Skip this step when renewal is more than 30 days out
Done when Finance has a renewal reminder with usage context before it charges.
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 change the seat count or cancel the plan?
No. WebRun only reads the current plan and usage, and reminds finance. Adjusting seats or cancelling the plan is always a human decision.
Why include usage in the reminder?
A renewal decision is easier with the actual numbers in hand, so the email shows how many of the paid seats are genuinely being used.
How far ahead does the reminder go out?
It starts once the renewal is inside 30 days, giving finance time to decide before Headspace auto-charges the plan.
Related templates
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