Automated Climbing Gym Event Registration Reminders
Every morning in the 14 days before a scheduled competition or event, WebRun opens Approach, checks current registration numbers against capacity, identifies active members who have not yet registered, drafts a personalised event reminder email for each one, and posts a registration status update to Slack so staff know where spots stand.
How do I automatically send climbing gym event and competition registration reminders?
WebRun checks Approach every morning in the 14 days before a competition or event, reviews current registration numbers against capacity, drafts a personalised reminder for each unregistered active member, and posts a registration status update to Slack for staff to approve before any message is sent, so events fill up with timely, targeted outreach.
- Events with low registration flagged early, with 14 days of runway to fill spots
- Members who already registered are excluded from reminder outreach automatically
- No reminder sent to any member without a staff member reviewing and approving it
Built for climbing gym owners · gym managers · event coordinators · front desk 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.approach.appin a real browser with your saved login - no setup, no API keys. -
1
Approach - check event registration and capacity
approach.app
WebRun opens Approach to check event registration and capacity. - Open Approach and navigate to the Events calendar
- Find all competitions and events scheduled within the next 14 days
- Check current registration count and remaining capacity for each event
- Pull the list of active members who have not yet registered for each event
Done when Every upcoming event has a current registration count and a list of members who have not yet signed up.
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2
Gmail - draft personalised event reminders
gmail.com
WebRun opens Gmail to draft personalised event reminders. - Draft a personalised event reminder email for each unregistered member
- Include the event name, date, remaining spots, and a direct registration link from Approach
- Adjust urgency based on how close the event is and how few spots remain
- Leave every draft unsent for staff review. Do not send without approval
Done when A draft event reminder email exists in Gmail for every targeted member, ready for staff approval.
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3
Slack - post daily registration status update
slack.com
WebRun opens Slack to post daily registration status update. - Post a daily registration status update to the staff channel
- Include each upcoming event with its current registration count, capacity, and days until the event
- Flag events that are under 50 percent full with 7 or fewer days to go
Done when Staff have a current registration status for all upcoming events in Slack and can approve the reminder email queue.
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 event reminders to members without staff approval?
No. Every reminder is saved as a Gmail draft and listed in Slack for review. No email reaches a member until a staff member approves and sends it.
Does it run for all events or only competitions with low registration?
It runs for every event in Approach within 14 days and flags events that are under 50 percent full with 7 or fewer days to go, so staff can focus effort where it is needed most.
What if a member registers after the draft email is created?
WebRun reads the live registration list in Approach each morning, so anyone who registered overnight is removed from the next day's reminder list automatically.
Related templates
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