Automated Vagaro Gift Card Reminders
Every Monday, WebRun opens Vagaro, runs the gift cards and packages reports, finds outstanding balances and unused package visits expiring soon, drafts a friendly spend-it heads-up to each client in Gmail, leaves every draft unsent for the front desk, and pings your team on Telegram with the balances at risk.
How do I remind clients to use gift cards before they expire?
Every Monday, WebRun opens Vagaro, runs the gift cards and packages reports, and finds outstanding balances and unused visits expiring soon. It drafts a friendly spend-it heads-up to each client in Gmail naming the balance and expiry date, leaves the drafts unsent for the front desk, and pings your team on Telegram, nearest expiry first.
- Expiring balances surface every week while clients can still spend them
- Each heads-up is drafted and waiting, so the front desk just reviews and sends
- Gift cards turn into booked visits instead of quietly expiring
Built for salon owners · spa managers · medspa operators · front desk 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
www.vagaro.comin a real browser with your saved login - no setup, no API keys. -
1
Vagaro - find balances about to expire
vagaro.com
WebRun opens Vagaro to find gift-card and package balances about to expire. - Open Vagaro and run the Gift Cards report, then filter to outstanding cards with a balance and an expiry date
- Run the Packages report and find packages with unused visits nearing their end date
- Capture each client, their remaining balance or visits, and the expiry date
Done when Every gift card and package with a balance expiring soon has been listed.
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2
Gmail - draft spend-it heads-ups
gmail.com
WebRun drafts a spend-it heads-up for each expiring balance and leaves it unsent. - Draft a friendly heads-up to each client naming their remaining balance or visits and the expiry date
- Add a warm line inviting them to book in and use it before it expires
- Save every message as a draft and leave it unsent for the front desk to review
Done when A spend-it heads-up draft is ready in Gmail for every expiring balance.
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3
Telegram - ping the team with the balances
telegram.org
WebRun pings the team with this week's at-risk balances on Telegram. - Ping your team with the clients whose gift card or package balance expires soon
- Show each remaining balance and expiry date, nearest first
- Note that the heads-up drafts are waiting in Gmail for review
Done when Your team has this week's at-risk balances on Telegram.
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 clients on its own?
No. WebRun only drafts each spend-it heads-up in Gmail and pings your team on Telegram. The front desk reads every draft and clicks send, so no client is contacted without a person approving the message first.
How does it know which balances are expiring?
It reads Vagaro's Gift Cards report and Packages report each week. The gift card report shows each outstanding balance and its expiry date, and the package report shows unused visits, so it flags only balances genuinely nearing expiry.
Does it extend or change a gift card or package?
No. WebRun only reads balances and drafts a reminder. It never extends an expiry date, reloads a card, or edits a package. Any change to a client's balance stays with your team inside Vagaro.
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