Keep owner exchange requests from going stale
Every Monday, WebRun opens Merlin Software, reads the status of every open exchange request, drafts a status update email in Gmail for owners whose request changed since last week, leaves each draft unsent for review, and logs every open request to an Airtable base so your exchange coordinator has a clear follow up list.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I follow up on open timeshare exchange requests automatically?
Every Monday, WebRun opens Merlin Software and checks the status of every open week or points exchange request against last week's status. For any request that changed, it drafts an owner update in Gmail and leaves it unsent for your review. Every open request, changed or not, is logged to Airtable so your coordinator has a current follow up list.
- Owners get a status update the same week their exchange request changes
- The coordinator sees every open request and how long it has waited
- Stale requests over your threshold get flagged instead of forgotten
Built for exchange coordinators · vacation ownership member services · timeshare resort operations
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
easymerlin.comin a real browser with your saved login - no setup, no API keys. -
1
Merlin Software - check exchange request status
easymerlin.com How to Automate Merlin Software
WebRun opens Merlin Software to check exchange request status. - Open Merlin Software and pull every open week or points exchange request
- Compare each request's current status to what it was at last week's run
- Capture the owner, request type, and how long the request has been open
Done when Every open exchange request has a current status and an owner attached.
-
2
Gmail - draft owner status updates
gmail.com How to Automate Gmail
WebRun opens Gmail to draft owner status updates. - Draft a short status update for each owner whose request changed since last week
- State plainly what changed and what happens next
- Save every message as a draft and leave it unsent for your review
Done when A status update draft sits ready in Gmail for every owner with a changed request.
-
3
Airtable - log the follow up list
airtable.com How to Automate Airtable
WebRun opens Airtable to log the follow up list. - Open the exchange request base in Airtable
- Update the status and days open for every request, changed or not
- Flag any request open longer than your configured threshold
Done when The Airtable base reflects every open exchange request and how long it has been open.
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 owners about their exchange without me?
No. Every status update is saved as a Gmail draft. You review it and click send, so nothing reaches an owner until you approve it.
How does it know a request changed?
It compares this week's status in Merlin Software to what it recorded last week, so only genuine changes get a draft update, while unchanged requests just stay on the tracker.
What counts as stale?
You set the threshold. WebRun flags any request open longer than that number of days so your coordinator can chase it directly instead of waiting on the system.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.