Automated Bookstore Special Order Arrival Notifications
Whenever a special-order shipment is received into Bookmanager, WebRun checks which customer titles have arrived, drafts a warm personalised pickup notification for each customer, and queues the drafts in Gmail for your approval before any message goes out.
How do I automatically notify customers when their special order arrives?
WebRun checks Bookmanager every 15 minutes for newly received special-order titles, matches each to its customer, and drafts a warm personalised pickup notification in Gmail with the title, price due, and store hours. You review and send each draft, so customers are notified promptly and accurately.
- Customers are notified of their special order arrival within the hour instead of days later
- Each notification is personalised with the exact title, author, and price due
- No email is sent to a customer until you have reviewed and approved the draft
Built for independent bookstore owners · bookstore staff · indie booksellers with special-order programs
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
bookmanager.comin a real browser with your saved login - no setup, no API keys. -
1
Bookmanager - detect newly received special-order titles
bookmanager.com
WebRun opens Bookmanager to detect newly received special-order titles. - Monitor Bookmanager for new receiving events on special-order purchase orders
- For each received title, find the customer who placed the special order
- Capture the customer name, email address, title, author, and the price due at pickup
- Check whether the customer has been notified already to avoid duplicate drafts
Done when Every newly received special-order title is matched to its customer with contact and price details.
-
2
Gmail - queue personalised pickup notification drafts for approval
gmail.com
WebRun opens Gmail to queue personalised pickup notification drafts for approval. - Draft a warm, personalised pickup notification email for each customer, naming the title and author
- Include the price due at pickup and your store's hours and address
- Note any deposit already paid and the balance owing if applicable
- Leave every draft unsent in Gmail under the label 'Special order arrivals - [date]' for your review
- Do not send any notification without your explicit approval
Done when A personalised pickup notification draft is queued in Gmail for every customer whose special order has arrived.
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 notify customers automatically without my approval?
No. Every notification stays as a Gmail draft until you review and send it. Nothing goes to a customer without your explicit approval.
What if the same customer has multiple titles arrive at once?
It groups all arrived titles for the same customer into a single draft email, so the customer receives one notification listing everything rather than several separate messages.
What if a customer has no email address in Bookmanager?
It flags those customers in Slack with a note to contact them by phone, so no special order goes unnotified.
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