Automated VitaHealth Auto-Refill Reminders
Every morning, WebRun opens VitaHealth POS, finds customers whose Subscribe-and-Save refill is due within the next 5 days, drafts a short reminder text for each one, and loads the queue into Google Sheets so your team can approve before Twilio sends a single message.
How do I remind customers before their supplement auto-refill is due?
WebRun checks VitaHealth POS every morning for customers whose Subscribe-and-Save refill is coming due within 5 days and drafts a short reminder text for each one. The drafts wait in a Google Sheets queue until a staff member approves them, and only then does Twilio send the message, so no customer is texted without a human checking first.
- Customers get a refill reminder before their card is charged
- No text goes out without staff approval
- Paused or canceled subscribers are skipped automatically
Built for supplement shop owners · subscription refill programs · vitamin store customer service · health food e-commerce operators
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.vitahealthpos.comin a real browser with your saved login - no setup, no API keys. -
1
VitaHealth POS - find refills due soon
vitahealthpos.com
WebRun opens VitaHealth POS to find refills due soon. - Open VitaHealth POS and filter Subscribe-and-Save customers to refills due within 5 days
- Capture customer name, phone on file, product name, and refill date for each
- Skip any customer who paused their subscription or opted out of texts
- Draft a short reminder message for each customer, do not send yet
Done when Every customer with a refill due this week has a drafted reminder ready for review.
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2
Google Sheets - queue drafts for approval
google.com
WebRun opens Google Sheets to queue drafts for approval. - Open the Auto-Refill Reminder Queue sheet
- Add each draft with customer name, phone, product, refill date, and message text
- Include an Approved column for staff to check before anything sends
Done when The queue sheet holds every draft reminder awaiting staff approval.
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3
Twilio - send approved reminders
twilio.com
WebRun opens Twilio to send approved reminders. - After staff mark a row Approved in Google Sheets, send that reminder as an SMS via Twilio
- Log the delivery status back to the queue sheet
- Never send a reminder that has not been marked approved
Done when All staff approved reminders are sent and logged with delivery status.
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 text customers without anyone checking first?
No. Every reminder is drafted and queued in Google Sheets first. WebRun only sends the text through Twilio after a staff member marks that row approved, so no customer is texted automatically.
What if a customer already paused or canceled their subscription?
It reads the live Subscribe-and-Save status in VitaHealth POS each morning, so paused, canceled, or opted out customers are skipped from the queue automatically.
How far ahead does it remind customers?
By default it flags refills due within the next 5 days, giving customers enough notice before their card is charged. The window can be adjusted in your run settings.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.