Automated Sports League Failed Payment Recovery
Every morning, WebRun opens TeamSnap, finds registrations with a failed or declined payment, drafts a polite recovery email for each family with a link to retry, and posts your admin a Slack alert listing who owes and how long the payment has been outstanding.
How do I automatically recover failed payments for my sports league?
WebRun opens TeamSnap each morning, finds every failed or declined payment, and drafts a polite recovery email in Gmail for each family with a link to retry. Your admin gets a Slack alert listing who owes what and for how long. Every email waits in draft until a human approves it.
- Failed payments are caught and followed up the next morning
- Admin no longer manually scans invoices for declined cards
- Roster spots are not released while recovery is still in progress
Built for youth sports leagues · recreational leagues · league treasurers · sports club administrators
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.teamsnap.comin a real browser with your saved login - no setup, no API keys. -
1
TeamSnap - find failed or declined payments
teamsnap.com
WebRun opens TeamSnap to find failed or declined payments. - Open TeamSnap and navigate to the Invoices or Payments section
- Filter for invoices with a status of Failed, Declined, or Overdue
- Capture the family name, player name, amount owed, and days since the payment failed
- Skip families already contacted in the last 4 days
Done when Every failed payment is listed with family contact details and the amount outstanding.
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2
Gmail - draft payment recovery emails
gmail.com
WebRun opens Gmail to draft payment recovery emails. - Draft a friendly recovery email for each family naming the specific amount and program
- Include a direct payment link or instructions for retrying in TeamSnap
- Leave every email as a draft for admin review before sending
Done when One draft recovery email exists in Gmail for each outstanding failed payment.
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3
Slack - alert admin to outstanding balances
slack.com
WebRun opens Slack to alert admin to outstanding balances. - Post a Slack alert listing each family with a failed payment, the amount, and days outstanding
- Flag any payment that has been overdue for more than 7 days
Done when Admin has a Slack list of all outstanding failed payments and draft recovery emails are ready to 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 email families about failed payments without my approval?
No. Every recovery email is drafted in Gmail and held for your review. Nothing is sent until you approve it, so you stay in control of every payment conversation.
How does it avoid contacting the same family repeatedly?
It enforces a 4-day cooldown per family per payment, so no one is bombarded. You can adjust the cooldown window to match your league's collection policy.
What if a family retried and the payment went through overnight?
It reads the live payment status in TeamSnap each morning, so any payment that resolved overnight is automatically excluded from that day's run.
Related templates
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