Automated Surveyor Certification Expiry Tracker
Every Monday, WebRun reads the team certification register in Google Sheets, identifies licenses and CPD requirements expiring in the next 30, 60, and 90 days, cross-references the staff list in Carlson Software, posts a colour-coded expiry alert to Slack, and drafts a renewal reminder email for each affected team member for your review.
How do I automatically track surveyor license and certification expiry dates?
Every Monday, WebRun reads your team's certification register in Google Sheets, flags licenses and CPD requirements expiring within 90 days, checks which projects in Carlson Software each certification covers, posts a colour-coded alert list to Slack, and drafts a personal renewal reminder for each affected staff member in Gmail for your review.
- No surveyor license lapses unnoticed thanks to 90-day rolling alerts
- Projects at risk from an expiring certification are flagged before fieldwork begins
- Renewal reminders reach staff at the right time without manual tracking
Built for survey firm managers · land surveying companies · PLS license administrators · survey HR coordinators
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
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - read certification expiry register
google.com
WebRun opens Google Sheets to read certification expiry register. - Open the team certification register in Google Sheets
- Read each staff member's license type, issuing body, and expiry date
- Flag entries expiring within 90 days as amber, within 30 days as red, and already expired as critical
Done when All certifications are categorised by urgency with expiry dates recorded.
-
2
Carlson Software - cross-reference staff project assignments
carlsonsw.com
WebRun opens Carlson Software to cross-reference staff project assignments. - Open Carlson Software and check which projects each flagged staff member is assigned to
- Note any projects that require the specific certification at risk of lapsing
- Flag projects that could be delayed if the renewal is not completed in time
Done when Each expiring certification is matched to the projects it could affect.
-
3
Slack - post colour-coded expiry alert list
slack.com
WebRun opens Slack to post colour-coded expiry alert list. - Post a colour-coded expiry alert list to the management Slack channel
- Group by urgency: critical, 30-day red, 60-day amber, and 90-day notice
- Include the staff member's name, certification type, expiry date, and affected projects
Done when Management has a full expiry alert list in Slack grouped by urgency.
-
4
Gmail - draft renewal reminder emails for review
gmail.com
WebRun opens Gmail to draft renewal reminder emails for review. - Draft a personalised renewal reminder email for each staff member with an expiring certification
- Include the certification name, expiry date, renewal body, and a link to the renewal portal
- Leave each draft unsent for review before it goes to the team member
Done when A renewal reminder draft exists in Gmail for every affected staff member.
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 renewal reminders to staff automatically?
No. Renewal reminders are drafted in Gmail and held for your review. You approve each message before it goes to a team member, so nothing is sent without your sign-off.
How far in advance does it start flagging expiry dates?
WebRun flags certifications expiring within 90 days, with escalating urgency at 60 and 30 days. The alert colours change to red when an expiry is fewer than 30 days away and to critical if it has already lapsed.
What if a staff member renews but the sheet is not updated straight away?
WebRun reads the live expiry register in Google Sheets each Monday. Once the renewal date is updated in the sheet, the staff member drops off the alert list automatically the following run.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.