Automated License Expiry Tracking
Every Monday, WebRun reads your license tracking sheet in Google Sheets and identifies any music or stock footage licenses expiring within your configured warning window. It flags the expiring licenses in a Slack alert, drafts a renewal reminder email to the relevant supplier or licensing body in Gmail, and leaves everything for your review so no license lapses unexpectedly.
How do I automatically track and renew music and stock footage licenses?
Every Monday, WebRun scans your Google Sheets license tracker and flags any music or stock footage licenses expiring within your configured window. It posts an expiry alert to Slack with days remaining for each asset, then drafts a renewal reminder email per supplier in Gmail for your review before any outreach is sent.
- No music or stock license lapses due to a missed renewal deadline
- The team sees every at-risk license in a weekly Slack alert
- Renewal drafts are ready in Gmail so the producer can act in minutes
Built for video production studios · post-production editors · commercial production companies · documentary filmmakers
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
sheets.google.comin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - find licenses expiring soon
google.com
WebRun opens Google Sheets to find licenses expiring soon. - Open the license tracking sheet in Google Sheets
- Filter rows where the expiry date falls within the configured warning window (e.g. 30 days)
- Collect the license name, asset type (music or stock), supplier, project it covers, expiry date, and renewal contact email
Done when Every license expiring within the warning window is identified with its full details.
-
2
Slack - post the expiry alert
slack.com
WebRun opens Slack to post the expiry alert. - Post an expiry alert to the production Slack channel listing each at-risk license
- Include the asset name, project it covers, expiry date, and days remaining for each
- Flag any license expiring within 7 days as urgent
Done when The team has a Slack alert listing all licenses at risk of expiry this month.
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3
Gmail - draft renewal reminder emails
gmail.com
WebRun opens Gmail to draft renewal reminder emails. - Draft a renewal reminder email for each expiring license addressed to the relevant supplier or licensing contact
- Include the license name, asset description, and current expiry date in each draft
- Leave all drafts in Gmail for the producer to review before sending. Do not send automatically
Done when A renewal reminder draft is ready in Gmail for every expiring license.
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 contact suppliers automatically about renewals?
No. WebRun drafts every renewal reminder in Gmail and leaves it for the producer to review and send. Nothing is sent to a supplier without a human approving the email first.
How far in advance does it flag expiring licenses?
The default warning window is 30 days, with urgent flags for anything expiring within 7 days. You can adjust both thresholds in your WebRun settings to match your renewal lead times.
What types of licenses does it track?
It tracks any license recorded in your Google Sheets tracker, including music sync licenses, stock footage subscriptions, stock image rights, and any custom license type you add as a row.
Related templates
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