Track violation cure deadlines and flag re-inspection needs
Every morning, WebRun opens Vantaca, reviews open violations for their cure deadline status, flags any that are within 3 days of expiry or already past due, updates the compliance tracker in Google Sheets, and drafts a re-inspection or second-notice email for each flagged violation so the manager can approve and act.
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How do I automatically track HOA violation cure deadlines and send follow-up notices?
WebRun opens Vantaca every morning to review open violations, identifies those within 3 days of or past their cure deadline, and updates the Google Sheets compliance tracker with deadline-critical flags. It drafts second notices and re-inspection requests in Gmail for manager review, so no overdue violation goes unacted on.
- No violation cure deadline goes unnoticed with a daily automated review
- Overdue violations get a second-notice draft the same morning the deadline passes
- The compliance tracker shows every open violation with real-time deadline status
Built for HOA management companies · community association managers · compliance coordinators · HOA boards
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.vantaca.comin a real browser with your saved login - no setup, no API keys. -
1
Vantaca - review open violations and cure deadlines
vantaca.com
WebRun opens Vantaca to review open violations and cure deadlines. - Open Vantaca and navigate to the open violations list
- For each open violation, read the notice date, cure deadline, and current status
- Flag violations where the cure deadline is within 3 days and those that are already past the deadline without a resolved status
- Note the owner name, unit, violation type, and whether a re-inspection has been scheduled
Done when All open violations are reviewed with deadline proximity and escalation status noted.
-
2
Google Sheets - update compliance tracker
google.com How to Automate Google Sheets
WebRun opens Google Sheets to update compliance tracker. - Open the violation compliance tracker sheet
- Update the status and days-remaining for each open violation
- Add flagged violations to the escalation section: near-deadline in amber, past-deadline in red
- Mark violations resolved or re-inspection completed where Vantaca shows a closed status
Done when The compliance tracker is current with all deadline-critical violations highlighted.
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3
Gmail - draft follow-up and re-inspection notices
gmail.com How to Automate Gmail
WebRun opens Gmail to draft follow-up and re-inspection notices. - Draft a second notice for each violation that is past its cure deadline and not yet resolved, citing the original violation and the missed deadline
- Draft a re-inspection scheduling request for violations showing the issue may be cured, so the manager can arrange a site visit
- Save every draft in Gmail for manager review. Nothing is sent to an owner or booked with an inspector automatically
Done when Second-notice and re-inspection drafts are queued in Gmail for manager review and 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 second notices or schedule inspections automatically?
No. All second notices and re-inspection requests are saved as Gmail drafts. The manager reviews each one before it is sent, since these communications can have legal and enforcement consequences.
How does it decide when to flag a violation for follow-up?
It compares today's date to the cure deadline recorded in Vantaca. By default it flags violations within 3 days of expiry or already overdue. You can adjust the warning window at setup.
What if the homeowner already cured the violation but it is still open in Vantaca?
WebRun reads the status directly from Vantaca each run. If the manager marks the violation resolved after a re-inspection, the next run will exclude it from the flagged list automatically.
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