Automated Catering Tasting Scheduling
When a new prospect reaches the tasting stage in CaterZen, WebRun checks Google Calendar for available tasting slots, drafts an invitation email for the client with two or three options, and queues the message in Gmail for your approval before anything is sent.
How do I automatically schedule catering tastings for new prospects?
WebRun monitors your CaterZen pipeline for prospects who reach the tasting stage. When one is ready, it checks Google Calendar for open slots in the next two weeks, drafts a warm, personalised tasting invitation in Gmail with two or three options, and queues it for your approval so every interested client gets a prompt, professional response.
- Every tasting-ready prospect gets an invitation drafted within minutes
- Calendar conflicts and existing tastings are avoided automatically
- You stay in full control by approving every invitation before it sends
Built for catering companies · wedding caterers · corporate caterers · catering 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
app.caterzen.comin a real browser with your saved login - no setup, no API keys. -
1
CaterZen - detect prospects ready for a tasting
caterzen.com
WebRun opens CaterZen to detect prospects ready for a tasting. - Open CaterZen and check the CRM pipeline for prospects flagged as ready for a tasting
- Capture the client name, event date, guest count, and any dietary notes
- Skip clients who already have a tasting scheduled
Done when Every tasting-ready prospect is identified with their event and dietary details.
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2
Google Calendar - find available tasting slots
calendar.google.com
WebRun opens Google Calendar to find available tasting slots. - Open Google Calendar and find two or three open tasting slots within the next two weeks
- Avoid slots already blocked for events, prep, or other tastings
- Note the dates and times to include in the draft invitation
Done when Two or three available tasting slots are identified and ready to offer.
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3
Gmail - draft invitation with slot options
gmail.com
WebRun opens Gmail to draft invitation with slot options. - Draft a warm invitation email to the client with the available tasting slot options
- Include the client's event date and any notes to show the tasting is personalised
- Save as a Gmail draft. Do not send without your review and approval
Done when A draft tasting invitation sits in Gmail ready for your approval and sending.
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 tasting invitation to the client without my approval?
No. The invitation is always saved as a Gmail draft for your review. Nothing is sent to the client until you check it and click Send.
How does it know which calendar slots are free for tastings?
It reads your Google Calendar and avoids any slot already blocked for events, prep, or existing tastings. You can add a dedicated tasting calendar during setup for cleaner filtering.
What if the client already booked a tasting through another channel?
It checks CaterZen for an existing tasting appointment before drafting. Clients who already have one scheduled are skipped automatically.
Related templates
Put this on autopilot.
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