Automated Whereby Recording Retention Review
Every Monday, WebRun signs in to Whereby, lists the stored recordings with their room, meeting date, and size, works out which ones are older than your retention rule, queues each for review on a Trello board, and sends the storage position and the proposed list to your team on WhatsApp.
How do I clear out old meeting recordings before storage fills?
WebRun signs in to Whereby every Monday, lists your stored recordings with their room, date, and size, and works out which are past your retention window. It queues each one as a Trello card for a human to approve and sends the storage position to your team on WhatsApp, so a full library never blocks recording.
- Storage never fills up without warning
- Old recordings are reviewed by a person before anything is removed
- A weekly storage trend, so a plan change is a decision not a surprise
Built for operations teams · office managers · remote teams · consultancies
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
whereby.com/user/loginin a real browser with your saved login - no setup, no API keys. -
1
Whereby - list recordings and storage used
whereby.com
WebRun opens Whereby to list recordings and storage used. - Sign in to Whereby and list your stored recordings
- Capture the room, the meeting date, the size, and the participants for each
- Read how much of your storage allowance is currently used
- Mark every recording older than the retention window you set
Done when Every recording is listed with its age and size, and storage used is captured.
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2
Trello - queue old recordings for approval
trello.com
WebRun opens Trello to queue old recordings for approval. - Open a review card for each recording past the retention window
- Put the room, meeting date, size, and participants on the card so the call is identifiable
- Sort so the largest and oldest recordings sit at the top of the list
- Leave every card in a review column. WebRun never deletes a recording itself
Done when Every recording past retention has a review card waiting for a human decision.
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3
WhatsApp - send the storage position
whatsapp.com
WebRun opens WhatsApp to send the storage position. - Post the storage position to your internal team group: used, remaining, and the trend
- Summarise how much space the queued recordings would free
- Flag it clearly when storage is close to full
- Link the Trello board so someone can approve the cleanup
Done when The team knows this week's storage position and what is waiting 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 delete my recordings?
No. Deleting is irreversible, so WebRun only proposes. It queues each old recording as a Trello card for review and a person makes the deletion themselves after approving the list.
How does it decide a recording is old?
By the retention window you set, measured from the meeting date. Anything inside the window is left alone entirely and never appears on the review list.
Does anyone outside the team see this?
No. The Trello cards and the WhatsApp message go to your own internal board and team group. Meeting participants are never contacted about their recordings.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.