Keep Your Client Tracker Up to Date
Every morning, WebRun scans Gmail for new client emails, checks Airtable for clients whose status fields are stale, updates each client record with the latest contact date and activity summary, and posts a list of clients needing follow-up to Slack.
How can I automatically keep my master client tracker up to date?
WebRun keeps your master client tracker current without any manual entry. Every morning, it scans Gmail for new client emails, checks Airtable for clients whose status fields are stale, updates each record with the latest contact date and activity summary, and posts a list of clients needing follow-up to Slack.
- Client records updated each morning with no manual data entry
- Stale contacts flagged in Slack before they turn into missed follow-ups
- Full activity history maintained automatically in Airtable
Built for account managers · agency teams · consultants · customer success managers
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
airtable.comin a real browser with your saved login — no setup, no API keys. -
1
Gmail — read recent client emails
gmail.com
WebRun opens Gmail to read recent client emails. - Search Gmail for emails from client domains received since the last run
- For each client thread, capture the sender, subject, date, and a one-line summary of the content
- Identify any emails where a reply is needed but hasn't been sent in over 48 hours
Done when All recent client emails are captured with a summary and reply-needed flag.
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2
Airtable — update each client's record
airtable.com
WebRun opens Airtable to update each client's record. - Open the Master Client Tracker base in Airtable
- For each client with new email activity, update the Last Contacted date and append the email summary to the Activity Log field
- For clients with no contact in more than 14 days, set Status to 'Needs Follow-Up'
Done when Every client record reflects the latest activity and status.
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3
Slack — flag clients needing follow-up
slack.com
WebRun opens Slack to flag clients needing follow-up. - Post a list of clients flagged as Needs Follow-Up to #client-ops
- Include the last contact date and a brief note on what the last interaction was about
Done when Your team has a clear list of clients that need attention today.
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 reply to clients on my behalf?
No — it only reads emails and updates your tracker. Replies are always drafted by your team. WebRun surfaces who needs a response, not what to say.
What if a client uses multiple email addresses?
Add all their addresses to the client record in Airtable and WebRun will match on any of them.
What does it do with clients who are inactive by choice?
Set their Status to 'On Hold' in Airtable and WebRun will skip them in the follow-up list until you change it back.
Related templates
Put this on autopilot.
Turn it on in minutes — or have our team set it up for you.