Automated Catering Headcount Chase
Every morning, WebRun opens Caterease, finds events happening within 14 days that still have no confirmed guest count, drafts a polite headcount-request email for each client in Gmail, and posts a Slack reminder list for your approval.
How do I automatically chase clients for final guest counts before catering events?
WebRun opens Caterease every morning and finds every event within the next 14 days that still has no confirmed guest count. It drafts a polite headcount-request email in Gmail for each client and posts your team a Slack chase list sorted by event date, so your kitchen always has the numbers it needs before prep begins.
- Kitchen always receives confirmed headcounts before the prep window closes
- No event slips through without a headcount chase
- Events with confirmed counts are skipped automatically each run
Built for catering companies · event caterers · catering operations managers
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
www.caterease.com/loginin a real browser with your saved login - no setup, no API keys. -
1
Caterease - find events missing final headcount
caterease.com
WebRun opens Caterease to find events missing final headcount. - Open Caterease and filter the event calendar to events in the next 14 days
- Identify events where the final guest count is still unconfirmed or marked as estimated
- Record the client name, event date, venue, and estimated count for each
Done when Every upcoming event missing a confirmed headcount is listed with its details.
-
2
Gmail - draft headcount request for each client
gmail.com
WebRun opens Gmail to draft headcount request for each client. - Draft a friendly headcount-request email for each client, naming their event date and venue
- Include a specific deadline for them to confirm, based on your kitchen prep window
- Save as a Gmail draft. Do not send without your review and approval
Done when A ready-to-send draft chase email exists in Gmail for every event missing a headcount.
-
3
Slack - alert you with the chase list
slack.com
WebRun opens Slack to alert you with the chase list. - Post a Slack list of events still missing headcounts, sorted by event date ascending
- Include days until the event and a link to each Gmail draft
Done when You have today's headcount chase list in Slack with draft links.
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 clients about headcounts without my approval?
No. Every chase message is saved as a Gmail draft. Nothing goes to a client until you review and send it yourself.
How far in advance does it start chasing?
It flags events within the next 14 days by default. You can adjust that window to match your kitchen prep lead time during setup.
What if a client already confirmed their headcount?
It reads the current guest count status in Caterease each morning, so events with a confirmed count are skipped automatically.
Related templates
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