Automated Ocean Carrier Insurance Certificate Tracker
Every Monday, WebRun opens the carrier and forwarder certificate register in Google Sheets, flags any insurance certificates expiring within 30 days, cross-checks the carriers active on current shipments in Terminal49, and drafts renewal request emails to the relevant contacts for your review.
How do I automatically track ocean carrier insurance certificate expiration dates?
WebRun reviews your carrier and forwarder insurance certificate register in Google Sheets every Monday, flags certificates expiring within 30 days, cross-checks them against active shipments in Terminal49 to prioritize risk, and drafts renewal request emails in Gmail. You approve and send each request so no communication goes out automatically.
- Expiring certificates tied to active shipments are flagged every Monday before any coverage gap can occur
- Renewal request drafts are ready to send within minutes rather than relying on manual calendar reminders
- Certificate register stays current so you have a single source of truth for carrier compliance status
Built for ocean freight importers · logistics compliance managers · freight forwarders · supply chain operations teams
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
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - review insurance certificate expiry register
google.com
WebRun opens Google Sheets to review insurance certificate expiry register. - Open the Carrier Insurance Certificate register sheet
- Find every row where the certificate expiry date falls within the next 30 days
- Note the carrier or forwarder name, certificate type, expiry date, and primary contact email
- Flag rows within 7 days of expiry as critical and 8 to 30 days as upcoming
Done when Every certificate expiring within 30 days is listed with its tier and contact details.
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2
Terminal49 - cross-check carriers on active shipments
terminal49.com
WebRun opens Terminal49 to cross-check carriers on active shipments. - Open Terminal49 and view active in-transit shipments
- Identify which carriers from the expiring list are currently used on live shipments
- Mark those as highest priority in the expiry register since a coverage lapse affects shipments already at sea
Done when Expiring certificates tied to carriers with active shipments are identified and flagged critical.
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3
Gmail - draft renewal request emails for review
gmail.com
WebRun opens Gmail to draft renewal request emails for review. - Draft a renewal request email to each carrier or forwarder contact with an expiring certificate
- Include the certificate type, current expiry date, and request to provide an updated certificate before expiry
- Leave all draft emails unsent for your review. Do not send without approval
Done when A Gmail draft renewal request exists for every expiring certificate, ready for your review before sending.
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 renewal requests to carriers without my approval?
No. Every renewal request is drafted in Gmail and held for your review. Nothing is sent to a carrier or forwarder until you approve and send it yourself.
How do I add carriers to the certificate register?
You maintain the register in Google Sheets with one row per carrier or forwarder. Add a new row with the company name, certificate type, expiry date, and contact email, and the automation picks it up the following Monday.
What if a carrier uploads a renewed certificate mid-week?
Update the expiry date in the Google Sheet when you receive the new certificate. The following Monday run will show the updated date and skip that carrier if it is no longer within 30 days.
Related templates
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