Automated Coaching Session Reminders
Every morning, WebRun opens Paperbell, finds sessions scheduled for the next 24 to 48 hours, drafts a personalised reminder email for each client, and queues the messages in Gmail for your review before they go out.
How do I automatically send session reminders to coaching clients?
WebRun checks Paperbell every morning for sessions in the next 24 to 48 hours, confirms timing against Google Calendar, and drafts a personalised reminder email for each client in Gmail. Every message waits in your drafts folder for approval, so no reminder goes out without your sign-off.
- Every client gets a personalised reminder before their session without manual effort
- No session goes unreminded because of a busy morning
- You review and approve each message before it reaches a client
Built for life coaches · business coaches · solo coaching practices · small coaching teams
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
paperbell.comin a real browser with your saved login - no setup, no API keys. -
1
Paperbell - find upcoming sessions
paperbell.com
WebRun opens Paperbell to find upcoming sessions. - Open Paperbell and go to the Appointments section
- Filter for sessions scheduled in the next 24 to 48 hours
- Capture the client name, session type, date, time, and meeting link for each
Done when Every upcoming session is listed with its client details and meeting link.
-
2
Google Calendar - confirm session details
calendar.google.com
WebRun opens Google Calendar to confirm session details. - Cross-check session times against Google Calendar to catch any manual updates
- Note any time-zone differences for clients in other regions
Done when Session times are confirmed and time zones are noted for each client.
-
3
Gmail - draft reminder emails for review
gmail.com
WebRun opens Gmail to draft reminder emails for review. - Draft a friendly, personalised reminder for each client with the session time, meeting link, and any prep notes
- Save each message as a Gmail draft, not sent
- Flag any client whose reminder needs extra context for your attention
Done when A draft reminder sits in Gmail for every upcoming session, ready for your review and send.
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 reminders without my approval?
No. Every reminder is saved as a Gmail draft for your review. Nothing is sent until you approve and send it yourself, so you stay in full control of client communications.
Can it include the video call link automatically?
Yes. WebRun pulls the meeting link directly from the Paperbell appointment record and includes it in every draft, so clients always have the right link without any copy-paste on your part.
What if a session is rescheduled at the last minute?
WebRun reads your live Paperbell and Google Calendar data each morning, so any reschedule that happened overnight is automatically reflected in that day's drafts.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.