Automated PI License Renewal Deadline Tracking
Every Monday, WebRun reads your investigator license expiry dates from Google Sheets, checks each investigator's status in CROSStrax, and posts a renewal alert to Slack listing anyone whose license expires within the next 60 days, with the days remaining and the renewal steps for their state.
How do I automatically track PI license renewal deadlines for my agency?
Every Monday, WebRun reads your investigator license expiry dates from Google Sheets, checks each investigator's active case load in CROSStrax, and posts a Slack alert listing anyone due for renewal within 60 days. Red flags appear for 30-day deadlines, giving your agency time to renew before any credential lapses.
- No investigator operates on an expired license due to a missed renewal date
- Red alerts surface 30 days out, giving time to complete renewal before active cases are affected
- All license types including firearms and process-server permits can be tracked in one run
Built for PI agency owners · compliance managers · multi-investigator firms · investigation 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 - read investigator license expiry dates
google.com
WebRun opens Google Sheets to read investigator license expiry dates. - Open the investigator credentials sheet and read the license number, expiry date, state, and license type for each investigator
- Calculate days remaining until expiry for each record
- Flag anyone expiring within 60 days as amber and anyone expiring within 30 days as red
Done when Every investigator with a license due for renewal within 60 days is identified with a colour-coded urgency level.
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2
CROSStrax - check investigator assignment status
www.crosstrax.co
WebRun opens CROSStrax to check investigator assignment status. - Open CROSStrax and confirm which flagged investigators have active case assignments
- Note any cases that would be at risk if the investigator's license lapses before renewal
- Add the at-risk case count to the renewal alert data
Done when Each flagged investigator is matched to their active case load so the alert conveys the operational risk.
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3
Slack - post the renewal alert
slack.com
WebRun opens Slack to post the renewal alert. - Post a weekly renewal alert to the compliance Slack channel
- List each investigator with their license type, expiry date, days remaining, and active case count
- Sort red alerts to the top and include a note on the renewal steps for their state
Done when The compliance team has this week's renewal alert in Slack, sorted by urgency.
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
Does it submit the renewal application on behalf of the investigator?
No. WebRun only tracks and alerts. All renewal submissions are done by the investigator or your admin team, keeping a human in the loop for regulatory filings.
What if an investigator has already renewed but the sheet has not been updated?
WebRun reads the expiry date from your Google Sheets record each Monday. Simply update the sheet with the new expiry date after renewal and the alert clears automatically on the next run.
Can it track more than just PI licenses?
Yes. You can add additional columns to your credentials sheet for firearms permits, process-server certifications, or any other credential, and WebRun tracks them all in the same weekly run.
Related templates
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