Cropster Automated Wholesale Reorder Reminders
Every Monday, WebRun reviews order history in Cropster for each wholesale cafe, identifies accounts that are overdue for a reorder based on their past frequency, queues a personalized reminder draft in Mailchimp for your review, and posts the full list to Slack.
How do I automatically remind wholesale cafes when they are due to reorder coffee?
Every Monday, WebRun analyzes wholesale order history in Cropster to find cafes overdue for a reorder based on their past buying cadence. It queues a personalized Mailchimp reminder draft for each account and posts the opportunity list to Slack, so your reps approve and send the right nudge to the right cafe before they run out.
- Cafes are reminded before they run out and choose another supplier
- Reps see every overdue account in Slack with the draft ready to approve
- Reorder intervals are calculated from real history, not guesswork
Built for wholesale coffee roasters · roastery account managers · coffee subscription sales 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
app.cropster.comin a real browser with your saved login - no setup, no API keys. -
1
Cropster - identify accounts overdue for reorder
cropster.com
WebRun opens Cropster to identify accounts overdue for reorder. - Open Cropster and pull the order history for every active wholesale account
- Calculate each account's average reorder interval from their past 90 days of orders
- Flag accounts whose last order date is more than 1.2 times their average interval ago
- Collect the account name, last order date, average interval, and typical order products
Done when All accounts overdue for a reorder are listed with their order history and usual products.
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2
Mailchimp - queue personalized reminder for review
mailchimp.com
WebRun opens Mailchimp to queue personalized reminder for review. - Create a draft campaign in Mailchimp addressed to each overdue account's primary contact
- Personalize the subject and body to reference the account's usual products and last order date
- Leave each campaign in draft status, unscheduled and unsent, for your review
Done when A personalized reorder reminder campaign draft is queued in Mailchimp for each overdue account, unsent pending approval.
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3
Slack - post reorder opportunity list
slack.com
WebRun opens Slack to post reorder opportunity list. - Post the list of overdue accounts to your sales Slack channel
- Show the account name, days since last order, and the reminder draft status
- Mention the assigned rep for each account so they know to review and approve
Done when Sales team has the full reorder opportunity list in Slack with draft status for each account.
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 reminder emails to cafes without my approval?
No. Every reminder is saved as a Mailchimp draft campaign and left unscheduled. Your rep reviews the draft and sends it manually, so no customer receives an email without a human decision.
How does it calculate when a cafe is overdue?
It looks at each account's order history in Cropster over the past 90 days, calculates their average interval between orders, and flags them when they have gone 20% beyond that interval without reordering.
What about new accounts with limited order history?
Accounts with fewer than 2 orders in Cropster are skipped and listed in Slack as needing manual attention. There is not enough history to calculate a reliable reorder interval for them.
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