Stay ahead of staff license and credential expirations
Every Monday, WebRun opens Eldermark, reviews staff credential and license records for expirations in the next 60 days, logs each expiring credential in a Google Sheet compliance tracker, drafts a renewal reminder email for each affected staff member for HR to approve and send, and posts a compliance status summary to the HR Slack channel.
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How do I automatically track staff license and credential compliance in a senior living community?
WebRun reviews Eldermark staff credential records every Monday, flags any license or certification expiring within 60 days, and updates a categorised compliance tracker in Google Sheets. It drafts a renewal reminder email for each affected staff member for HR to approve before sending, and posts a urgency-ranked summary to the HR Slack channel so no license lapses unnoticed.
- No staff license or credential lapses unnoticed within a 60-day window
- HR has a Google Sheets compliance tracker categorised by urgency, updated every Monday
- Renewal reminder emails are drafted for HR review, not sent automatically without approval
Built for senior living HR directors · assisted living compliance officers · senior housing administrators · memory care staffing coordinators
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
www.eldermark.comin a real browser with your saved login - no setup, no API keys. -
1
Eldermark - review staff credential expiration dates
eldermark.com
WebRun opens Eldermark to review staff credential expiration dates. - Open Eldermark and navigate to the Staff section
- Review each staff member's credential and license records
- Flag any credential with an expiration date within the next 60 days
- Capture staff name, role, credential type, expiration date, and the staff member's email on file
Done when Every staff credential expiring within 60 days is listed with full details.
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2
Google Sheets - update credential compliance tracker
google.com How to Automate Google Sheets
WebRun opens Google Sheets to update credential compliance tracker. - Open the Staff Credential Compliance tracker sheet
- Append or update a row for each expiring credential with staff name, role, credential type, expiration date, and days remaining
- Mark rows expiring within 30 days as Urgent and those within 31 to 60 days as Upcoming
- Update previously logged credentials to Renewed if they no longer appear as expiring in Eldermark
Done when The compliance tracker is current with every expiring credential categorised by urgency.
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3
Gmail - draft renewal reminders for HR approval
gmail.com How to Automate Gmail
WebRun opens Gmail to draft renewal reminders for HR approval. - Draft a professional renewal reminder email for each staff member with an expiring credential
- Include the credential type, expiration date, and any known renewal steps or agency links
- Save each email as a Gmail draft, not sent, for the HR team to review and approve before sending
Done when A Gmail draft renewal reminder is saved for every staff member with a credential expiring in 60 days.
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4
Slack - post compliance status to HR team
slack.com How to Automate Slack
WebRun opens Slack to post compliance status to HR team. - Post a credential compliance summary to the HR Slack channel
- List urgent expirations (under 30 days) first, then upcoming (31 to 60 days)
- Include the total count by urgency category and a link to the Google Sheets compliance tracker
Done when The HR team has a full compliance status in Slack with urgent items highlighted and a link to the tracker.
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 reminder emails to staff directly?
No. Each reminder is saved as a Gmail draft. An HR team member must review the draft for accuracy and send it themselves. No email is sent to staff without explicit HR approval.
What credential types does it track?
It tracks whatever credential and license records are stored in Eldermark for each staff member: nursing licenses, CPR certifications, background check renewals, first aid, and any other credentialing fields your community uses.
What happens once a credential is renewed and updated in Eldermark?
On the next Monday run, WebRun reads the updated expiration date from Eldermark. If the renewed credential no longer falls within the 60-day window, the Sheets row is automatically marked as Renewed and it drops off the urgent list.
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