Welcome New Clients & Handle Intake
When a new client books for the first time in Acuity, WebRun drafts a warm welcome email with an intake form link, flags the new client in Slack for your team, and logs their details so you're ready to give a great first impression.
How can I automatically welcome new clients and collect intake information after their first booking?
When a new client books for the first time in Acuity, WebRun drafts a warm welcome email with an intake form link, flags the new client in Slack for your team, and logs their details - giving every first-time client a professional, personalised welcome without any manual steps from your staff.
- Every new client gets a personalised welcome within minutes of booking
- Intake information collected before the first visit
- Team alerted in Slack so staff are prepared for the new client
Built for salon and spa owners · fitness and wellness studios · health practitioners · local service businesses with appointment booking
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
acuityscheduling.comin a real browser with your saved login - no setup, no API keys. -
1
Acuity Scheduling - detect new first-time clients
acuityscheduling.com
WebRun opens Acuity Scheduling to detect new first-time clients. - Detect the new booking and confirm the client has no prior appointment history
- Capture the client's name, email, booked service, appointment date and time
- Tag the appointment as a new-client intake in Acuity
Done when The new first-time client is identified and their appointment details are captured.
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2
Gmail - draft welcome and intake email
gmail.com
WebRun opens Gmail to draft welcome and intake email. - Draft a warm welcome email introducing your studio and what to expect
- Include a link to your intake or health-history form
- Mention parking, what to bring, and arrival time
- Save as a Gmail draft - do not send until you approve
Done when A personalised welcome email draft is ready in Gmail for the new client.
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3
Slack - alert your team to the new client
slack.com
WebRun opens Slack to alert your team to the new client. - Post a new-client alert to your team Slack channel: name, service booked, and appointment time
- Include a link to the Gmail draft so you can send the welcome in one click
Done when Your team is alerted in Slack and the welcome email is one click away from 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 email the new client without me approving it?
No. The welcome email is saved as a Gmail draft and linked from Slack. You send it - WebRun just does the writing.
What if the client has booked before but the system sees them as new?
WebRun checks appointment history before flagging anyone as a new client, so returning clients are not sent a welcome email twice.
Can I include my own intake form link?
Yes. Give WebRun your intake form URL and it will embed it in every new-client welcome draft automatically.
Related templates
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