Automated Repeat Client Outreach
Each quarter, WebRun reads your completed-projects sheet in Google Sheets, identifies past clients you have not worked with in the configured period, cross-checks against your Mailchimp audience for unsubscribes, drafts a warm personalised check-in email for each eligible contact, and posts a Slack alert so you can review and send before the opportunity window closes.
How do I automatically reach out to past video clients for repeat business?
Each quarter, WebRun reviews your completed-projects sheet in Google Sheets, identifies past clients who have not worked with you recently, cross-checks subscription status in Mailchimp, and drafts a personalised check-in email for each eligible contact. A Slack alert notifies the producer so every draft is reviewed and sent before the quarter ends.
- No past client slips through the cracks without a quarterly touch
- Each check-in is personalised with the client's previous project for relevance
- Unsubscribed or opted-out contacts are automatically excluded from outreach
Built for video production studios · freelance videographers · commercial production companies · creative agencies
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
sheets.google.comin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - identify past clients due for outreach
google.com
WebRun opens Google Sheets to identify past clients due for outreach. - Open the completed-projects sheet in Google Sheets
- Identify clients whose last project delivery was more than the configured period ago (e.g. 90 days)
- Collect client name, company, email, last project type, and delivery date for each
Done when Every past client eligible for a quarterly check-in is identified with their project history.
-
2
Mailchimp - check contact and subscription status
mailchimp.com
WebRun opens Mailchimp to check contact and subscription status. - Look up each client contact in the Mailchimp audience
- Check their subscription status and exclude any contacts who have unsubscribed or bounced
- Confirm the correct email address is on file before drafting outreach
Done when Each eligible client is confirmed as subscribed and reachable via Mailchimp.
-
3
Slack - alert producer that drafts are ready
slack.com
WebRun opens Slack to alert producer that drafts are ready. - Post a Slack alert to the producer listing all clients due for a quarterly check-in this week
- Include client name, last project, and days since last delivery for each
- Note that personalised email drafts are ready in Gmail for review and send
Done when The producer has a Slack alert with all quarterly check-in outreach ready for approval.
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 check-in emails to past clients without my approval?
No. WebRun drafts every check-in email and leaves it for the producer to review before sending. Nothing reaches a past client without a human sign-off on each message.
How does it avoid emailing clients who have unsubscribed?
WebRun cross-checks every contact against your Mailchimp audience and automatically excludes anyone who has unsubscribed, bounced, or been marked as do-not-contact before drafting any outreach.
Can it personalise each email with the client's previous project?
Yes. WebRun pulls the last project name and type from your completed-projects sheet and weaves it into each check-in draft so the email feels specific and relevant rather than a generic newsletter blast.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.