Automated HVAC Seasonal Tune-Up Reminders
Each spring and fall, WebRun opens ServiceTitan, finds customers due for a seasonal tune-up, drafts a batch of reminder emails in Mailchimp, and posts your team a Slack summary before any message goes out.
How do I send seasonal HVAC tune-up reminders to customers automatically?
WebRun opens ServiceTitan each spring and fall, finds customers who have not had a seasonal heating or cooling tune-up recently, and drafts a reminder campaign in Mailchimp. It posts your team a Slack summary with the draft link, so your crew can review and approve before any email goes out.
- Seasonal tune-up campaigns are drafted before the busy season begins
- Only customers genuinely due for service are included in each campaign
- Your team reviews and approves every email before it reaches a customer
Built for HVAC contractors · heating and cooling companies · residential HVAC services · 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.
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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 tune-up
servicetitan.com
WebRun opens ServiceTitan to find customers due for tune-up. - Open ServiceTitan and navigate to the customer or job history section
- Filter for customers who have not had a heating or cooling tune-up in the last 10 months
- Capture each customer name, equipment type, last service date, and contact email
Done when Every customer due for a seasonal tune-up is listed with their contact details.
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2
Mailchimp - draft seasonal reminder emails
mailchimp.com
WebRun opens Mailchimp to draft seasonal reminder emails. - Create a new campaign draft in Mailchimp targeted at the due-for-tune-up segment
- Populate the email with season-appropriate copy: heating check for fall, AC check for spring
- Save the campaign as a draft and do not schedule or send it. Leave it for your team to review
Done when A seasonal tune-up reminder campaign is drafted in Mailchimp awaiting approval.
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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 in the campaign and the draft link
- Flag the campaign season, the scheduled send window, and any customers added since the last run
Done when Your team has a Slack notification with the campaign draft link and customer count.
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 tune-up reminders to customers automatically?
No. WebRun drafts the Mailchimp campaign and stops. Your team reviews and approves the send in Mailchimp before any email reaches a customer.
How does it know which season to remind customers about?
It reads the current month and uses spring (March to May) for cooling tune-ups and fall (September to November) for heating tune-ups. You can adjust the windows.
What if a customer already booked a tune-up?
It checks the job history in ServiceTitan each run, so customers with a recent tune-up appointment are excluded from the campaign draft.
Related templates
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