Automated Discontinued SKU Substitute Drafts
Every morning, WebRun opens VitaHealth POS, finds products marked discontinued in the last 24 hours, matches each to affected Subscribe-and-Save subscribers and the closest in stock substitute, drafts a Gmail email for every subscriber, and posts a Slack summary for the team to review.
How do I suggest a substitute when a supplement is discontinued?
WebRun checks VitaHealth POS every morning for products newly marked discontinued, finds any customer with an active Subscribe-and-Save subscription on that item, and matches it to the closest in stock substitute by category and ingredient. It drafts an explanation email in Gmail for each affected subscriber, but nothing sends until staff review it.
- Subscribers hear about a substitute before they run out
- Every suggestion matches by category and key ingredient
- No discontinuation email sends without staff review
Built for supplement shop owners · subscription refill programs · vitamin store customer service · health food retail 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.vitahealthpos.comin a real browser with your saved login - no setup, no API keys. -
1
VitaHealth POS - find discontinued SKUs and substitutes
vitahealthpos.com
WebRun opens VitaHealth POS to find discontinued SKUs and substitutes. - Open VitaHealth POS unified catalog and filter to products marked discontinued in the last 24 hours
- Find customers with an active Subscribe-and-Save subscription on that SKU
- Identify the closest matching in stock substitute by category and key ingredient
Done when Every newly discontinued SKU with active subscribers has a matched substitute.
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2
Gmail - draft the substitute suggestion
gmail.com
WebRun opens Gmail to draft the substitute suggestion. - Draft an email to each affected subscriber explaining the discontinued product and suggesting the matched substitute
- Save every email as a draft
- Never send an email automatically, leave it for staff to review and send
Done when A draft substitute suggestion sits in Gmail for every affected subscriber.
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3
Slack - notify the team drafts are ready
slack.com
WebRun opens Slack to notify the team drafts are ready. - Post a note to the team channel listing which discontinued SKUs generated draft emails and how many subscribers each affects
Done when The team has a summary in Slack of today's discontinued SKU drafts awaiting review.
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 subscribers as soon as a product is discontinued?
No. WebRun only drafts the substitute suggestion in Gmail and leaves it unsent. A staff member reviews and sends each one, so no customer hears about a discontinuation automatically.
How does it pick the substitute product?
It matches the discontinued SKU's category and key ingredient against your in stock catalog in VitaHealth POS, so the suggestion is a genuine like for like swap, not just whatever is on the shelf.
What if there is no good substitute in stock?
It skips drafting a suggestion for that SKU and still lists it in the Slack summary, so staff know to handle that customer conversation personally.
Related templates
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