Automated PI Agency Compliance Deadline Tracking
Every Monday, WebRun reads your compliance deadline calendar from Google Sheets, checks whether any related case data in CROSStrax affects upcoming filings, and posts a structured deadline alert to Slack. For regulatory notices that require client notification, it queues a draft in Mailchimp for your review before any message goes out.
How do I automatically track regulatory and compliance deadlines for a PI agency?
Every Monday, WebRun reads your compliance deadline calendar from Google Sheets, checks CROSStrax for case records approaching data retention limits, and posts a structured Slack alert covering all deadlines within 90 days. Deadlines within 14 days are flagged red. Any required client notifications are queued as Mailchimp drafts for your approval before sending.
- Every compliance deadline within 90 days is surfaced on Monday with colour-coded urgency and action notes
- Data retention deadlines in CROSStrax are tied to the compliance calendar so nothing is purged late or kept too long
- Client regulatory notifications are drafted and queued, never sent without human approval
Built for PI agency owners · compliance officers · PI firm administrators · multi-state investigation agencies
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 - read the compliance deadline calendar
google.com
WebRun opens Google Sheets to read the compliance deadline calendar. - Open the compliance calendar sheet and read all deadlines falling within the next 90 days
- Flag any deadline within 30 days as amber and any within 14 days as red
- Categorise each deadline by type: insurance, state registration, data retention, bond renewal, or other regulatory
Done when All compliance deadlines within 90 days are identified, categorised, and colour-coded by urgency.
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2
CROSStrax - check related case data for upcoming filings
www.crosstrax.co
WebRun opens CROSStrax to check related case data for upcoming filings. - For data retention deadlines, open CROSStrax and identify case records or evidence files approaching their retention limit
- Note the case numbers and file types that must be reviewed or purged by the deadline
- Flag any case with active billing against it that is also approaching a retention cutoff
Done when Case records and evidence files approaching retention deadlines are identified and added to the alert.
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3
Slack - post the weekly compliance deadline alert
slack.com
WebRun opens Slack to post the weekly compliance deadline alert. - Post the weekly compliance deadline alert to the compliance Slack channel
- List each upcoming deadline with its type, due date, days remaining, and responsible owner
- Put red deadlines at the top of the message and include a reminder of the action required for each
Done when The compliance team has this week's deadline alert in Slack, sorted by urgency with action notes.
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4
Mailchimp - queue client notification drafts if required
mailchimp.com
WebRun opens Mailchimp to queue client notification drafts if required. - If any deadline requires a client notification, for example a data-handling policy update, queue a draft email campaign in Mailchimp for your review
- Pre-populate the campaign with the relevant regulatory notice text and the affected client segment
- Leave the campaign as a draft - do not send without your review and approval
Done when Any required client notification is queued as a Mailchimp draft, waiting for your approval before sending.
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 file any regulatory submissions on behalf of the agency?
No. WebRun only tracks and alerts. All regulatory filings, renewals, and submissions are completed by your agency's responsible officers. Nothing is filed or submitted automatically.
Will it send client notification emails without approval?
No. Any client notifications required by a compliance deadline are queued as Mailchimp drafts only. They must be reviewed and approved by a responsible person before the campaign sends.
What types of compliance deadlines can it track?
Any deadline you record in your Google Sheets calendar, including insurance renewals, state PI licence registrations, data retention cutoffs, surety bond renewals, and privacy policy update notices. You define the categories.
Related templates
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