Automated CourseStorm Scholarship Waiver Tracking
Every morning, WebRun opens CourseStorm, finds new scholarship and fee waiver requests, checks each applicant's current balance and course fee in Xero, logs the request with its status in a Google Sheet, and drafts the waiver adjustment for your business office to review and apply.
How do I track scholarship and fee waiver requests without missing one?
WebRun finds new scholarship and fee waiver requests in CourseStorm each morning, checks the applicant's balance and course fee in Xero, and logs the request with its status in Google Sheets. It drafts the waiver as a pending adjustment for your business office to approve, so nothing changes a student's balance without a human decision.
- Every waiver request is logged and tracked the same day it's submitted
- Applicant balances are checked against Xero before a decision is made
- No waiver or refund is ever applied without your business office's approval
Built for community education business offices · adult ed financial aid coordinators · continuing education directors · parks and rec scholarship committees
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.coursestorm.comin a real browser with your saved login - no setup, no API keys. -
1
CourseStorm - find new waiver requests
coursestorm.com
WebRun opens CourseStorm to find new waiver requests. - Open CourseStorm and list new scholarship or fee waiver requests submitted
- Capture the applicant, course, requested amount, and reason given
- Skip any request already logged in a prior run
Done when Every new waiver request has been identified with its details.
-
2
Xero - check the applicant's balance
xero.com
WebRun opens Xero to check the applicant's balance. - Look up the applicant's current balance and the full course fee in Xero
- Draft the waiver as a pending credit adjustment tied to the invoice
- Leave the adjustment unapproved. Never apply a waiver or refund automatically
Done when A draft adjustment exists in Xero for every new waiver request.
-
3
Google Sheets - log the request and status
google.com
WebRun opens Google Sheets to log the request and status. - Log each request with the applicant, course, amount, and current status
- Mark it pending until your business office approves or denies it
- Update the status once a decision is recorded, so the queue stays current
Done when Your business office has a complete, current queue of waiver requests to decide on.
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
Does it approve or apply a scholarship waiver on its own?
No. WebRun only drafts the waiver as a pending adjustment in Xero. Your business office reviews and approves it before a student's balance actually changes.
What information does it check before logging a request?
It checks the applicant's current balance and the full course fee in Xero, so your business office sees the real financial picture next to the request, not just the ask.
How do I know which requests still need a decision?
The Google Sheets queue marks every request pending until your business office records an approval or denial, so nothing sits unnoticed.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.