Studio Ninja Automated Retainer Expiration Alerts
Every Monday morning, WebRun opens the retainer and package credit ledger in Google Sheets, matches each entry to its client record in Studio Ninja, finds prepaid retainers or session credits expiring within 30 days, and sends you a Telegram alert so you can reach out to those clients personally before the value is lost.
How do I catch expiring client retainers before the credit is lost?
Every Monday, WebRun checks your Google Sheets retainer ledger for prepaid packages or session credits expiring within 30 days, matches each one to its client record in Studio Ninja, and sends you a Telegram alert ranked by urgency. You reach out personally, so your best retainer clients get a human touch before their credit quietly expires.
- Expiring retainers surface 30 days out, early enough for a genuine save
- Your best clients get a personal outreach, not an automated email
- Unused credits stop quietly expiring unnoticed
Built for portrait photographers · family photographers · photography studios with retainer clients · studio owners
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
sheets.google.comin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - find retainers expiring soon
google.com
WebRun opens Google Sheets to find retainers expiring soon. - Open the retainer and package credit ledger in Google Sheets
- Filter to retainers or session credits expiring within the next 30 days
- Capture the client, package type, credit remaining, and expiry date
Done when Every retainer or credit expiring within 30 days is listed with its details.
-
2
Studio Ninja - match each client's record
studioninja.co
WebRun opens Studio Ninja to match each client's record. - Look up each expiring client's record in Studio Ninja
- Check their booking history and last session date
- Note if they have an open inquiry or a session already scheduled that would use the credit
Done when Every expiring retainer client has a matched Studio Ninja record and recent activity noted.
-
3
Telegram - alert you to reach out personally
telegram.org
WebRun opens Telegram to alert you to reach out personally. - Send an alert to you listing every client with a retainer expiring within 30 days
- Put the soonest expirations and largest unused credits at the top
- Leave the personal outreach to you. WebRun does not message these clients directly
Done when You have a Telegram alert covering every retainer client worth a personal call.
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 or text the client about their expiring retainer?
No. This workflow only alerts you in Telegram. WebRun never contacts a retainer client directly, the personal outreach is left to you.
Where does the retainer expiry date come from?
From your Google Sheets retainer ledger. WebRun reads it fresh each Monday, so update the sheet whenever you sell or use a package credit.
Why flag this instead of drafting an email like other reminders?
Retainer clients are usually your best relationships. A personal message from you tends to save the booking better than an automated one, so WebRun surfaces the list and leaves the outreach to you.
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