Automated PrismHR Payroll Approval Reminders
Before every payroll deadline, WebRun opens PrismHR, checks which client payroll runs are still pending approval, drafts a clear reminder to each payroll contact in Gmail, leaves every draft unsent for you, and posts your payroll team a Slack list of who still needs to approve.
How do I remind clients to approve payroll before it runs?
Before every payroll deadline, WebRun checks PrismHR for runs still pending approval, drafts a reminder naming the total and deadline for each payroll contact in Gmail, and leaves every draft unsent for review. It then posts your payroll team a Slack list of who still needs to approve, so no run runs late.
- Every client payroll run gets a reminder before the deadline, not after
- Payroll contacts get a ready to send reminder with their exact run total
- Your payroll team opens Slack to a ranked outstanding list every run
Built for PEOs · ASOs · HR outsourcing firms · payroll bureaus
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
app.prismhr.comin a real browser with your saved login - no setup, no API keys. -
1
PrismHR - find payroll runs pending approval
prismhr.com
WebRun opens PrismHR to find payroll runs pending approval. - Open PrismHR and filter client payroll runs to Pending Approval
- Capture the client, the payroll total, and the approval deadline for each
- Skip any client already reminded for this run
Done when Every payroll run pending approval has been listed with its deadline.
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2
Gmail - draft approval reminders
gmail.com
WebRun opens Gmail to draft approval reminders. - Draft a clear reminder to each client's payroll contact naming the run total and the approval deadline
- Include the direct PrismHR approval link for that run
- Save every message as a draft and leave it unsent for you to review
Done when An approval reminder draft sits ready in Gmail for every client who has not approved.
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3
Slack - report who still needs to approve
slack.com
WebRun opens Slack to report who still needs to approve. - Post a list of clients who still have not approved their payroll run
- Put the nearest deadline first so the payroll team can call the client directly
- Note that reminder drafts are waiting in Gmail for review
Done when Your payroll team has today's outstanding approval list in Slack.
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 clients without me?
No. WebRun only drafts each approval reminder in Gmail and leaves it unsent. You read every message and click send, so no reminder reaches a client without your approval first.
How does it know which payroll runs are still pending?
It reads the live approval status in PrismHR for every client run each time it checks, so the list always reflects who has actually approved and who has not.
What happens if a client approves right before the deadline?
It rereads PrismHR status on the next run, so a client who approves is dropped from the list automatically and does not get an unnecessary reminder.
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