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Automated Trainerize Session Credit Expiry Reminders

Every morning, WebRun opens Trainerize, finds clients whose session credits or packages expire within the next 7 to 14 days, logs them to a Google Sheet for your records, and drafts a personalised expiry reminder in Gmail for each client, held for your review before sending.

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Runs on WebRun · Strict Lockdown policy
Every day at 8:00 AM WebRunorchestrates each step
1 Trainerize find expiring packages
2 Google Sheets log expiry details
3 Gmail draft expiry reminders for review
In short

How do I remind personal training clients before their session credits expire?

WebRun checks Trainerize each morning for clients with session credits or packages expiring within 14 days, logs them to a Google Sheet, and drafts a personalised renewal reminder in Gmail for each one. All drafts are held for your approval, so no client is contacted without your review.

  • Clients are reminded before credits lapse, reducing wasted packages
  • Renewal conversations start at the right time, not after expiry
  • Trainers keep a clean log of at-risk clients without manual tracking

Built for personal trainers · online fitness coaches · gym owners · fitness studios

Step by step

What does WebRun do on every run?

The exact actions WebRun takes, in order - in plain language, so you can adjust anything.

  1. WebRun signs in and gets to work

    Opens app.trainerize.com in a real browser with your saved login - no setup, no API keys.

  2. 1
    Trainerize - find expiring packages
    trainerize.com
    WebRun in Trainerize: find expiring packages
    WebRun opens Trainerize to find expiring packages.
    • Open Trainerize and navigate to the client list
    • Identify clients with session credits or packages expiring in the next 7 to 14 days
    • Note each client's name, remaining sessions, and exact expiry date

    Done when Every at-risk client is listed with their remaining credits and expiry date.

  3. 2
    Google Sheets - log expiry details
    google.com
    WebRun in Google Sheets: log expiry details
    WebRun opens Google Sheets to log expiry details.
    • Open the expiry tracking sheet
    • Append a row for each client with their name, remaining sessions, expiry date, and today's date
    • Mark clients who have already been reminded this week to avoid duplicate messages

    Done when The tracking sheet is updated with all expiring client packages.

  4. 3
    Gmail - draft expiry reminders for review
    gmail.com
    WebRun in Gmail: draft expiry reminders for review
    WebRun opens Gmail to draft expiry reminders for review.
    • Draft a warm, personalised email for each client noting their remaining sessions and expiry date
    • Include a clear call to action to book or renew before the deadline
    • Save every email as a draft, unsent, for the trainer to review and approve

    Done when Expiry reminder drafts are saved in Gmail, ready for trainer review.

Run settings

How is each run configured?

Starting pageWhere Chrome opens at the start of each run
app.trainerize.com
ScheduleRuns automatically on this cadence
Every day at 8:00 AM
DeliveryHow each run's result reaches you
Expiry log · Google Sheets
OutputWhat each run produces - A Google Sheet log of expiring packages and Gmail draft reminders for each affected client, ready for review.
Text
Setup & safety

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.

Your credentials stay in your own private environment - WebRun never stores your passwords.
Strict Lockdown

Every action is checked against this policy before it runs.

Domains ALLOWLIST
Typed input ALLOW
Shell command BLOCK
File uploads BLOCK
Runs in a contained environment More on policies
Good to know

Questions, answered

Will it email clients about expiring credits without my approval?

No. Every reminder is saved as a Gmail draft and held for your review. No message reaches a client until you approve and send it.

How far in advance does it flag expiring packages?

By default it flags packages expiring within 14 days, giving clients enough notice to book remaining sessions or renew before they lose their credits.

What if a client already renewed or used up their credits?

WebRun reads live data from Trainerize each morning, so clients who have already renewed or have zero remaining sessions are skipped automatically.

Keep going

Related templates

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Automated Personal Training Failed Payment Recovery
When a client payment fails, WebRun spots it in Stripe, logs it, and drafts a polite recovery message so you can resolve it before access lapses.
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Automated Lapsed Client Winback for Personal Trainers
WebRun identifies clients who have not trained in 30 or more days, then drafts a personalised winback message so you can re-engage them before they are gone for good.
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