Remind gift card holders before their balance expires
Once a month, WebRun opens Bookeo, finds gift vouchers with an unused balance expiring within 60 days, logs each holder and balance to Google Sheets, and drafts a reminder campaign in Mailchimp so your team can review it and send it before any balance lapses.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I remind customers before their cooking class gift card balance expires?
WebRun checks your Bookeo gift vouchers once a month for balances expiring within 60 days, logs each holder and remaining balance to Google Sheets, and drafts a friendly reminder campaign in Mailchimp naming the balance and the deadline. The campaign stays unscheduled until your team reviews and sends it, so no balance lapses unnoticed.
- Expiring balances get flagged 60 days out, not after they lapse
- No holder is reminded twice for the same voucher
- Unused balances turn into booked classes instead of write-offs
Built for cooking schools · culinary gift shops · private chef instructors · hospitality gift programs
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
www.bookeo.comin a real browser with your saved login - no setup, no API keys. -
1
Bookeo - find vouchers with a balance nearing expiry
bookeo.com How to Automate Bookeo
WebRun opens Bookeo to find vouchers with a balance nearing expiry. - Open Bookeo's gift voucher records
- Filter to vouchers with a remaining balance expiring in the next 60 days
- Note the holder's name, email, and unused balance
Done when Every soon-to-expire voucher is listed with its holder and balance.
-
2
Google Sheets - log each holder and remaining balance
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log each holder and remaining balance. - Log each expiring voucher with holder, balance, and expiry date
- Mark vouchers already reminded this month to avoid repeats
Done when A running log of expiring balances exists with no duplicate reminders.
-
3
Mailchimp - draft the reminder campaign for review
mailchimp.com How to Automate Mailchimp
WebRun opens Mailchimp to draft the reminder campaign for review. - Draft a friendly reminder campaign naming the balance and the expiry date
- Segment it to only the holders on this month's expiring list
- Leave the campaign unscheduled for your team to review and send
Done when A ready-to-send reminder campaign is waiting in Mailchimp for 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 email gift card holders without approval?
No. WebRun drafts the reminder campaign in Mailchimp and leaves it unscheduled. Your team reviews and sends it, nothing goes out on its own.
How far ahead does it warn about expiry?
It flags vouchers with a balance expiring within 60 days, giving holders time to book a class before the balance lapses.
Will someone get reminded twice?
No. WebRun marks each voucher as reminded in Google Sheets once a campaign is drafted for it, so the same holder isn't flagged again the next month.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.