Still spending staff time chasing membership renewals?

How it works

The automation, step by step

1. 01 Read Opens members.xlsx and loads the membership records.
2. 02 Calculate Works out days remaining until each member's expiry.
3. 03 Filter Flags anyone expiring within the renewal window.
4. 04 Update Marks their status as Renewal Due, back in the spreadsheet.
5. 05 Email Sends a personalised reminder with plot type, fee, and expiry date.
6. 06 Save Writes a dated results file alongside the original.

Test data & results

Figures assume roughly five minutes of manual review per member against a monthly check, valued at $30/hr admin time — stated here as the working assumption behind them, not a guarantee. The automated flow's own runtime isn't subtracted, since it ties up the computer rather than the staff member's time — they're free to do something else while it runs.

The flow is started by a staff member whenever a renewal check is needed, rather than running on a fixed schedule. The savings above depend on how often it's run.

Built with

Excel automation, date calculations, conditional filtering, personalised email generation, dynamic file naming, and dual-file output — all handled inside a single Power Automate Desktop flow, end to end.