Automated HVAC Membership Winback Campaign
Every Monday, WebRun opens ServiceTitan, finds customers whose maintenance membership expired in the last 90 days and has not been renewed, drafts a personalized win-back offer in Gmail for each, and posts your team a Slack list to review before anything is sent.
How do I win back lapsed HVAC maintenance plan members automatically?
WebRun opens ServiceTitan every Monday, finds customers whose HVAC maintenance membership lapsed in the past 90 days, and drafts a personalized win-back offer in Gmail for each one. Your team gets a Slack notification to review and approve the drafts before any email is sent to a former member.
- Lapsed members are identified and targeted within 90 days of expiry
- Win-back emails are personalized with each customer's previous plan details
- No former member receives a message without your team's approval
Built for HVAC contractors · heating and cooling companies · HVAC service managers · residential HVAC businesses
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 lapsed members
servicetitan.com
WebRun opens ServiceTitan to find lapsed members. - Open ServiceTitan and navigate to the Memberships section
- Filter for memberships with an expired status and an expiry date within the past 90 days
- Exclude any customers who have already renewed or purchased a new membership
- Capture the customer name, expired plan type, expiry date, and contact email for each
Done when Every lapsed member from the past 90 days is listed with their contact and plan details.
-
2
Gmail - draft win-back offer emails
gmail.com
WebRun opens Gmail to draft win-back offer emails. - Draft a personalized win-back email for each lapsed customer, naming their previous plan
- Include a compelling reason to rejoin, such as an early-bird discount or seasonal offer
- Save each email as a draft in Gmail. Do not send any email without team review and approval
Done when A win-back draft email exists in Gmail for every lapsed member.
-
3
Slack - notify team for review
slack.com
WebRun opens Slack to notify team for review. - Post a Slack summary to your team with the count of lapsed members found this week
- Include a prompt to review and approve the Gmail drafts before sending
- Flag customers whose membership has been lapsed for over 60 days as high priority
Done when Your team has a Slack notification with the count of win-back 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 win-back emails to lapsed customers automatically?
No. Every win-back email is saved as a Gmail draft. Your team reviews and sends each one manually, so no offer goes out without your approval.
How far back does it look for lapsed members?
It finds members whose agreements expired in the past 90 days by default. You can adjust this window to match how aggressively you want to pursue win-backs.
What if a lapsed customer already rejoined?
It checks the live membership status in ServiceTitan each run and skips any customer who has an active or recently renewed agreement.
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