Turn canceled ABA sessions into rescheduled ones
Every morning, WebRun opens CentralReach, finds sessions canceled in the past week that have not yet been rescheduled, logs each client to a Google Sheet, and drafts makeup scheduling messages for the family for your team to review before sending.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically track and reschedule canceled ABA sessions?
WebRun reviews CentralReach every morning for sessions canceled in the past week that have no makeup booking. It logs each client to a Google Sheet ranked by authorized units remaining, then drafts individual family outreach emails in Gmail. Every draft waits for your scheduling team to review and send.
- No canceled session falls through the cracks because every one is logged and tracked daily
- Makeup outreach drafts are ready for team review within minutes of each morning run
- Clients who reschedule drop off the list automatically from live CentralReach data
Built for ABA scheduling coordinators · BCBA clinic owners · ABA practice managers · behavioral health practices
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
app.centralreach.comin a real browser with your saved login - no setup, no API keys. -
1
CentralReach - find unrescheduled canceled sessions
centralreach.com How to Automate CentralReach
WebRun opens CentralReach to find unrescheduled canceled sessions. - Open CentralReach and navigate to the schedule or session history
- Filter for sessions canceled in the past 7 days with no makeup session booked
- Capture the client name, therapist, original session date, cancellation reason, and authorized service code
- Note how many authorized units remain so makeup priority can be set
Done when Every canceled session without a makeup booking is listed with its details.
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2
Google Sheets - log clients needing makeup
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log clients needing makeup. - Open the Makeup Scheduling Tracker sheet
- Append each unrescheduled client as a new row with the cancellation date and remaining units
- Mark clients with fewer than 5 remaining authorized units in a priority column
- Update rows for clients who have since been rescheduled to remove them from the active list
Done when The tracker sheet is current with all clients needing makeup appointments.
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3
Gmail - draft makeup scheduling messages
gmail.com How to Automate Gmail
WebRun opens Gmail to draft makeup scheduling messages. - Draft a friendly, professional outreach email to each family with an unscheduled makeup session
- Include the therapist name, the date of the missed session, and a request to find a convenient makeup time
- Leave every draft unsent in Gmail for the scheduling team to review and personalize before sending. Do not send any message automatically.
Done when A Gmail draft exists for each family needing a makeup session, ready for team review.
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 emails to families without someone reviewing them first?
No. Every outreach message is saved as a Gmail draft for your scheduling team to review, personalize if needed, and send. No family-facing message goes out without human approval.
How does it know which cancellations still need a makeup?
It reads the live schedule in CentralReach each morning and checks whether a replacement session has been booked. Clients who have already been rescheduled are removed from the active list automatically.
Does it account for remaining authorized units when prioritizing?
Yes. Clients with fewer remaining authorized units are flagged as high priority in the tracker sheet so your team can focus on those families first.
Related templates
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