Automated Camp Waitlist Session Fill
Every morning, WebRun opens CampMinder, checks whether any session now has open capacity, finds the next family on the corresponding waitlist, drafts an enrollment offer email, and notifies your registrar in Slack so the offer can go out the same day.
How do I automatically fill open camp session spots from my waitlist?
WebRun opens CampMinder every morning, spots sessions where a cancellation has created an open seat, and finds the next eligible family on the waitlist. It drafts an enrollment offer email in Gmail for each match and alerts your registrar in Slack, so no open spot sits unnoticed and no offer goes out without a human review.
- Open session spots are matched to a waitlisted family within 24 hours
- Registrar reviews pre-drafted offers rather than writing them from scratch
- No open seat sits unfilled because no one noticed the cancellation
Built for camp registrars · summer camp directors · youth program enrollment staff
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
app.campminder.comin a real browser with your saved login - no setup, no API keys. -
1
CampMinder - find open spots and next waitlist family
campminder.com
WebRun opens CampMinder to find open spots and next waitlist family. - Open CampMinder and navigate to Sessions to compare current enrollment against session capacity for each program
- Identify sessions with at least one open spot that was not open the previous day (cancellations or withdrawals)
- For each open session, find the next family on the waitlist, noting their name, camper, and contact details
Done when Every newly opened spot is matched to the next eligible waitlisted family.
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2
Gmail - draft enrollment offer for review
gmail.com
WebRun opens Gmail to draft enrollment offer for review. - Draft a time-sensitive enrollment offer email to the next waitlisted family, naming the session and asking them to confirm within 48 hours
- Include a direct CampMinder registration link so the family can complete enrollment immediately
- Save the email as a Gmail draft for your registrar to review and send. Do not send automatically
Done when A reviewed draft offer email is ready in Gmail for every newly opened spot.
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3
Slack - alert registrar of open spots
slack.com
WebRun opens Slack to alert registrar of open spots. - Post a Slack notification to your registrar listing each open spot, the session name, and the waitlisted family being offered
- Flag how many draft emails are awaiting review in Gmail
Done when Your registrar knows which spots opened and which families have draft offers waiting.
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 the enrollment offer without my registrar seeing it first?
No. Every offer is saved as a Gmail draft. Your registrar reviews the Slack notification, checks the draft, and sends it. No offer reaches a family without human approval.
What if the waitlisted family does not respond in 48 hours?
WebRun flags the non-response on the next morning run. Your registrar can then decide to move to the next family on the waitlist and send a fresh offer.
What if a cancellation is reinstated before the draft is sent?
WebRun checks live capacity in CampMinder each morning, so if a spot fills before your registrar sends the draft, the run simply finds no open capacity and no new draft is created.
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Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.