Muck Rack Automated Retainer Renewal Reminders
Every Monday, WebRun opens Muck Rack, pulls each client's placements and share of voice for the current retainer period, checks contract end dates in Google Sheets, flags renewals due within 30 days, and drafts a renewal email in Gmail referencing the standout results, left unsent for review.
How do I stay on top of client retainer renewals?
Every Monday, WebRun checks each client's contract end date in Google Sheets against this period's results in Muck Rack, flags renewals due within 30 days, and drafts a renewal email in Gmail referencing the standout placements. Every draft is left unsent, so the account lead reviews it before it goes out.
- Renewals are flagged 30 days out, not discovered the week the contract lapses
- Every renewal draft leads with this period's actual results, not a generic ask
- Account leads review a finished draft instead of starting the renewal conversation cold
Built for PR agencies · account managers · agency leadership · client services 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
muckrack.com/reportsin a real browser with your saved login - no setup, no API keys. -
1
Muck Rack - pull this period's results
muckrack.com
WebRun opens Muck Rack to pull this period's results. - Open Muck Rack and pull each client's placements and share of voice for the current retainer period
- Capture the standout results to reference in the renewal conversation
- Note any client whose results have dipped and may need a closer look before outreach
Done when This period's results are captured for every client with an upcoming renewal.
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2
Google Sheets - check renewal dates
google.com
WebRun opens Google Sheets to check renewal dates. - Open the retainer tracker sheet
- Check each client's contract end date against today's date
- Flag any renewal due within the next 30 days
Done when Every renewal due within 30 days is flagged in the tracker.
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3
Gmail - draft the renewal email
gmail.com
WebRun opens Gmail to draft the renewal email. - Draft a renewal email for each flagged client referencing this period's standout results
- Note the current retainer terms and the renewal deadline
- Save the email as a draft and leave it unsent for the account lead to review and send
Done when Each flagged client has an unsent, ready-to-send renewal draft in Gmail.
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 send the renewal request to the client automatically?
No, the renewal email is saved as an unsent Gmail draft. Your account lead reviews the terms and message, then sends it, so no renewal conversation starts without a human.
How far ahead does it flag a renewal?
It flags any retainer ending within the next 30 days, giving your team enough runway to have the renewal conversation well before the contract lapses.
What results does it reference in the draft?
It pulls this period's placements and share of voice from Muck Rack, so the renewal draft leads with concrete results instead of a generic renewal ask.
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