Automated Play Space Membership Renewals
Every Monday, WebRun checks Square for play-space memberships expiring in the next 14 days, cross-checks Stripe for any lapsed or failed subscription payments, and drafts renewal notices for staff to review. Staff approve each notice before it reaches a member, so no renewal is sent without a human check.
How do I automatically track and renew play-space memberships at my hobby shop?
Every Monday, WebRun checks Square for play-space memberships expiring in the next 14 days and Stripe for any lapsed or failed subscription payments. A Slack summary lists every affected member with a draft renewal notice ready for staff review. No charge is made and no message is sent without staff approval.
- Expiring memberships flagged two weeks before lapse so outreach is timely
- Lapsed Stripe payments caught weekly before members lose access
- Renewal notices drafted and ready for staff review before any member is contacted
Built for game store owners · hobby shop membership managers · tabletop gaming venue operators · play-space managers
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
squareup.com/dashboardin a real browser with your saved login - no setup, no API keys. -
1
Square - identify memberships expiring in 14 days
squareup.com
WebRun opens Square to identify memberships expiring in 14 days. - Open Square and filter memberships or subscriptions to those expiring within the next 14 days
- Capture each member's name, contact details, membership tier, and expiry date
- Note members who have already renewed so they can be excluded from outreach
Done when All memberships expiring within 14 days are listed with member details.
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2
Stripe - check for lapsed or failed subscription payments
stripe.com
WebRun opens Stripe to check for lapsed or failed subscription payments. - Open Stripe and filter subscriptions to those with a past-due or failed payment status
- Identify members whose recurring payment failed in the past 7 days
- Capture the member name, failed amount, and last attempted payment date for each
Done when All lapsed or failed Stripe subscription payments are identified with member details.
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3
Slack - post renewal list and draft notices for staff review
slack.com
WebRun opens Slack to post renewal list and draft notices for staff review. - Post a weekly renewal summary to the membership Slack channel listing upcoming expirations and lapsed payments
- Include a draft renewal notice for each member with their tier, expiry date, and a renewal link
- Flag that all notices need staff review before being sent to members
Done when Staff have a Slack renewal list with draft notices ready to review, personalize, and send.
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 charge a member's card or send a renewal automatically?
No. WebRun drafts the renewal notices and lists them in Slack for staff to review. No charge is attempted and no message is sent to a member until staff approve and take action on each one.
What is the difference between the Square and Stripe checks?
Square tracks when each membership plan expires, while Stripe flags payment failures for members on recurring billing. WebRun checks both so no expiring or lapsed member is missed regardless of how they pay.
Can it handle different membership tiers with different renewal terms?
Yes. WebRun captures each member's tier from Square and includes it in the renewal notice draft, so staff can see at a glance whether the member is on a monthly, quarterly, or annual plan before reaching out.
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