Automated Bike Shop Special Order Arrival Notices
When a special-order item is received and marked in Lightspeed Retail, WebRun identifies the customer who placed the order, drafts a personalised arrival notice in Gmail, and posts a Slack alert so your team can review and send the message before the customer calls to chase.
How do I automatically notify customers when their special order arrives at my bike shop?
WebRun checks Lightspeed Retail every few minutes for newly received special-order items, matches each one to the waiting customer, and drafts a personalised arrival notice in Gmail. It then pings your team in Slack so someone can review and send the notice promptly, keeping customers informed without any manual checking.
- Customers are notified the moment their order arrives, not when they call to chase
- Staff see every arrived order in Slack without manually checking Lightspeed Retail
- No arrival notice reaches a customer without a staff member approving it first
Built for bike shops · bicycle retailers · cycling parts dealers · service and sales 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
cloud.lightspeedhq.comin a real browser with your saved login - no setup, no API keys. -
1
Lightspeed Retail - detect special order marked received
lightspeedhq.com
WebRun opens Lightspeed Retail to detect special order marked received. - Open Lightspeed Retail and check purchase orders or special orders for items newly set to Received
- Match each received item to the customer who placed the order
- Capture the customer name, email, product name, and any order reference number
Done when Every newly received special-order item is matched to its waiting customer with full contact details.
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2
Gmail - draft arrival notice for customer
gmail.com
WebRun opens Gmail to draft arrival notice for customer. - Draft a friendly arrival notice addressed to the customer by name, including the product name and order reference
- Mention your shop hours and invite them to come in at their convenience
- Save the draft in Gmail for staff review - do not send automatically
Done when A draft arrival email is waiting in Gmail for every received special order, ready for staff to send.
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3
Slack - alert staff to review and send
slack.com
WebRun opens Slack to alert staff to review and send. - Post a Slack alert listing each newly arrived special order with the customer name and product
- Tag the relevant staff member if the order has a designated owner
- Staff review the Gmail draft and send it to the customer when ready
Done when Staff have a Slack notification for each arrived order and know the draft is ready to send.
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 email the customer without my team reviewing it first?
No. WebRun saves the arrival notice as a Gmail draft and alerts staff in Slack. A team member must review and send it. Nothing reaches the customer automatically.
What if the same customer has multiple items on order?
Each received item generates its own draft so nothing gets bundled and lost. Staff can choose to combine them manually before sending if they prefer.
How does it match an item to the right customer?
It reads the customer linked to the special or purchase order in Lightspeed Retail, so the match is based on your existing order records, not a guess.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.