Automated Performing Arts Contract Chaser
Every Monday, WebRun opens your Google Sheets contract tracker to find artist, vendor, or venue agreements still awaiting signature, checks DocuSign for pending envelope status, cross-references the contact in Spektrix, and drafts a polite chaser email in Gmail for each party, ready for your production office to send.
How do I automatically chase outstanding artist and vendor contracts before the deadline?
WebRun checks your Google Sheets contract tracker every Monday, confirms which DocuSign envelopes are still unsigned, looks up each party in Spektrix, and drafts a polite chaser email in Gmail for your production office to approve and send, so no artist or vendor contract slips past its deadline without a timely follow-up.
- No artist or vendor contract goes unsigned past its deadline
- Production office gets a ready-to-send batch every Monday
- Only genuinely outstanding contracts are chased, never completed ones
Built for production managers · performing arts centers · theater companies · venue operations teams
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
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - check the contract tracker
google.com
WebRun opens Google Sheets to check the contract tracker. - Open the contract-tracker Google Sheet and filter rows where the Signed or Returned column is empty or overdue
- Note the contract type, party name, original send date, and deadline for each outstanding agreement
- Skip contracts that were already chased in the past seven days
Done when A list of outstanding contracts with party names and deadlines is assembled.
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2
DocuSign - confirm envelope status
docusign.com
WebRun opens DocuSign to confirm envelope status. - Open DocuSign and check the status of any envelopes sent for the outstanding contracts
- Note which envelopes are still Sent or Delivered but not Completed
- Capture the envelope ID for reference in the chaser email
Done when Each outstanding contract has a confirmed DocuSign status showing it is not yet signed.
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3
Spektrix - look up contact details
spektrix.com
WebRun opens Spektrix to look up contact details. - Look up each outstanding party in Spektrix to confirm the correct contact name and email address
- Note any relationship flags that should affect the chaser tone
Done when Every outstanding party has a verified email address from Spektrix.
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4
Gmail - draft chaser emails for each outstanding contract
gmail.com
WebRun opens Gmail to draft chaser emails for each outstanding contract. - Draft a brief, polite chaser email for each outstanding contract, naming the agreement type and deadline
- Include a note that the DocuSign link remains active if a digital signature is expected
- Save each email as a Gmail draft. Do not send any chaser without production office approval
Done when A Gmail draft exists for every outstanding contract, unsent and awaiting approval.
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 chase artists or vendors automatically without my sign-off?
No. Every chaser is saved as a Gmail draft. Your production office reviews and sends each one, so nothing goes to an artist or vendor without a human check.
How does it know a contract is still outstanding?
It reads your Google Sheets tracker for unsigned rows and confirms the DocuSign envelope is still pending, so only genuinely outstanding contracts are chased.
What if the contract has already been returned outside DocuSign?
Mark the row as complete in your Google Sheets tracker and WebRun will skip that party on the next run.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.