Automated HVAC Filter Change Reminders
Every month, WebRun opens ServiceTitan, finds customers who are due for a filter change based on their last service date or membership plan, drafts a reminder email for each in Gmail, and posts your team a Slack list before anything is sent to a customer.
How do I automatically remind HVAC customers to change their filters?
WebRun opens ServiceTitan each month, finds customers who have not had an HVAC filter change in 90 or more days, and drafts a personalized reminder email for each one in Gmail. Your team gets a Slack notification to review and approve every draft before it reaches a customer.
- Customers receive timely filter change reminders before equipment issues arise
- Every reminder is personalized with the customer's equipment type and last service date
- Your team approves every draft before any message reaches a customer
Built for HVAC contractors · residential HVAC services · heating and cooling companies · HVAC service 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
go.servicetitan.comin a real browser with your saved login - no setup, no API keys. -
1
ServiceTitan - find customers due for filter change
servicetitan.com
WebRun opens ServiceTitan to find customers due for filter change. - Open ServiceTitan and navigate to the customer or job history section
- Filter for customers whose last filter change or HVAC service was 90 or more days ago
- Capture each customer name, equipment type, last filter date, and contact email
Done when Every customer due for a filter change is listed with their equipment and contact details.
-
2
Gmail - draft filter reminder emails
gmail.com
WebRun opens Gmail to draft filter reminder emails. - Draft a friendly filter replacement reminder for each customer, naming their equipment type
- Include a call to action to schedule service or purchase a filter replacement kit
- Save each email as a draft in Gmail. Do not send any message without team review
Done when A draft filter reminder email exists in Gmail for every customer due for a change.
-
3
Slack - notify team for review
slack.com
WebRun opens Slack to notify team for review. - Post a Slack message to your team with the count of customers due for a filter change
- Include a prompt to review and approve the Gmail drafts before sending
Done when Your team has a Slack notification with the count of filter reminder drafts awaiting 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 send filter reminders to customers on its own?
No. Every reminder is saved as a Gmail draft. Your team reviews and sends each one, so no message reaches a customer without your approval.
How does it know when a customer is due for a filter change?
It reads each customer's last filter or HVAC service date from ServiceTitan and flags anyone who has not had a filter change in 90 or more days.
Can it remind customers with different filter change schedules?
Yes. You can set different intervals per equipment type or membership tier in ServiceTitan, and WebRun will respect those schedules when building the reminder list.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.