Automated Karmak PM Service Due Reminders
Every morning, WebRun opens Karmak Fusion, checks every unit's preventive maintenance schedule for anything due within the next 14 days, drafts a text reminder to the fleet contact naming the unit and suggested service window, and checks Google Calendar for open bay slots so the reminder can offer a real appointment time.
How do I remind fleet customers automatically before preventive maintenance is due?
WebRun checks Karmak Fusion every morning for units due for preventive maintenance within 14 days, checks Google Calendar for open service bay slots, and drafts a Twilio text reminder for the fleet contact that offers a real appointment time. Every text waits as a draft for a service advisor to approve, so PM reminders go out with an actual slot to book, not a generic nudge.
- Fleet customers get a PM reminder with a real appointment slot, not a generic nudge
- Service bays fill from proactive PM scheduling instead of waiting on walk ins
- Every reminder is drafted first, so no automatic text reaches a fleet contact
Built for commercial truck dealerships · service advisors · fleet maintenance coordinators · dealership service departments
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
www.karmak.comin a real browser with your saved login - no setup, no API keys. -
1
Karmak Fusion - find units due for PM within 14 days
karmak.com
WebRun opens Karmak Fusion to find units due for PM within 14 days. - Open Karmak Fusion and check the preventive maintenance schedule for every unit
- Filter to units due for PM within the next 14 days
- Capture the fleet account, unit number, PM interval, and fleet contact for each
Done when Every unit due for PM within 14 days is listed with its fleet contact.
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2
Google Calendar - check open service slots
calendar.google.com
WebRun opens Google Calendar to check open service slots. - Check the shop calendar for open service bay slots in the next 14 days
- Match one or two candidate slots to each unit coming due
- Skip suggesting a slot for any day the shop is already fully booked
Done when Every unit due for PM has one or two candidate appointment slots to offer.
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3
Twilio - draft the PM reminder text
twilio.com
WebRun opens Twilio to draft the PM reminder text. - Draft a short text reminder for each fleet contact naming the unit and the PM due window
- Include the one or two suggested appointment slots from the shop calendar
- Queue the text for a service advisor to review and send, do not send it automatically
Done when A draft PM reminder text with suggested appointment times is queued for every unit coming due.
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 to schedule PM without my team reviewing it?
No. Every reminder is queued as a draft in Twilio for a service advisor to review and send. WebRun never texts a fleet contact on its own.
Does the reminder include an actual appointment time?
Yes. It checks your Google Calendar for open service bay slots before drafting the text, so the reminder offers one or two real times instead of a generic nudge.
How far ahead does it remind fleet customers?
It flags units due for preventive maintenance within the next 14 days. You can adjust that window in your WebRun settings to fit your shop's booking lead time.
Related templates
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