Automated Personal Training Program Renewal Reminders
Every morning, WebRun opens TrueCoach, identifies clients whose training programs end within the next 14 days, logs them to a renewal tracker in Google Sheets, and drafts a personalised renewal reminder in Gmail for each one, held for your review before it goes to the client.
How do I automatically remind personal training clients to renew their program?
WebRun opens TrueCoach each morning and finds clients whose programs end within 14 days. It logs them to a renewal pipeline in Google Sheets and drafts a personalised renewal email in Gmail for each one, highlighting their progress. All drafts are held for trainer approval before any message is sent.
- Renewal conversations start 14 days early, not the day a program lapses
- Trainers see their full renewal pipeline in one sheet without manual tracking
- Personalised, results-focused emails increase renewal rates
Built for personal trainers · online fitness coaches · strength and conditioning coaches · nutrition coaches
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.truecoach.coin a real browser with your saved login - no setup, no API keys. -
1
TrueCoach - find programs ending soon
truecoach.co
WebRun opens TrueCoach to find programs ending soon. - Open TrueCoach and navigate to the active client list
- Filter for clients whose current program phase or subscription ends within the next 14 days
- Note each client's name, program name, end date, and results achieved so far
Done when Every client with an expiring program in the next 14 days is listed with their details.
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2
Google Sheets - log renewal pipeline
google.com
WebRun opens Google Sheets to log renewal pipeline. - Open the renewal pipeline tracker
- Add a row for each client with their name, program end date, and outreach status
- Flag clients who have not been contacted yet and sort by urgency
Done when The renewal tracker is up to date with all expiring programs and their outreach status.
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3
Gmail - draft renewal reminders for review
gmail.com
WebRun opens Gmail to draft renewal reminders for review. - Draft a personalised renewal email for each client highlighting their progress and the next program option
- Keep the tone celebratory and forward-looking, referencing specific goals the client has worked toward
- Leave every draft unsent for the trainer to review, personalise further if needed, and send
Done when Renewal reminder drafts are saved in Gmail, unsent, ready for trainer 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 send renewal emails to clients without my approval?
No. Every renewal email is saved as a Gmail draft and held for your review. Nothing is sent until you approve it, giving you a chance to personalise each message.
How early does it start flagging clients for renewal?
It flags clients whose programs end within 14 days, giving you enough time to have a meaningful renewal conversation well before the program lapses.
What if a client has already confirmed they are renewing?
Update the outreach status in the Google Sheet to mark them as confirmed. WebRun checks the sheet before drafting, so already-contacted clients are not messaged twice.
Related templates
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