Automated CourseStorm Waitlist Seat Openings
Every hour, WebRun opens CourseStorm, finds classes that just gained an open seat from a cancellation, identifies the next person on the waitlist, drafts them a seat-offer email in Gmail, and posts a Slack alert so staff can review and send it quickly.
How do I offer an open class seat to the next person on the waitlist quickly?
WebRun checks CourseStorm every hour for classes with a newly opened seat, finds the next person on the waitlist in signup order, and drafts them a seat-offer email in Gmail with a response deadline. It posts a Slack alert so staff can review and send it fast, before the seat goes to someone else.
- Waitlisted students get offered an open seat within the hour, not days later
- Offers always go out in signup order, first come first served
- Nothing emails a student without staff reviewing the draft first
Built for community education registrars · adult ed program coordinators · continuing education staff · parks and rec registration 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
www.coursestorm.comin a real browser with your saved login - no setup, no API keys. -
1
CourseStorm - find classes with a newly opened seat
coursestorm.com
WebRun opens CourseStorm to find classes with a newly opened seat. - Open CourseStorm and check classes near or at capacity for new cancellations
- For each newly opened seat, pull the waitlist in signup order
- Identify the next eligible person and their contact details
Done when Every newly opened seat has its next waitlisted person identified.
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2
Gmail - draft the seat-offer email
gmail.com
WebRun opens Gmail to draft the seat-offer email. - Draft a seat-offer email to that person with the class, date, and a response deadline
- Personalize it with their name and the course they're waiting for
- Save it as a draft. Do not send it automatically
Done when A ready-to-send draft exists for every newly opened seat.
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3
Slack - alert staff to review and send
slack.com
WebRun opens Slack to alert staff to review and send. - Post an alert naming the class, the seat, and who's next on the waitlist
- Link to the Gmail draft so staff can review and send in one click
- Flag it as time sensitive since seats can fill from a waitlist elsewhere too
Done when Staff have a time-stamped alert and a ready draft for every open seat.
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 waitlisted person without my staff seeing it first?
No. WebRun only creates a Gmail draft addressed to the next person on the waitlist. A staff member reviews and sends it, nothing goes out on its own.
How does it decide who's next on the waitlist?
It reads CourseStorm's waitlist in signup order, so the person who joined first is always offered the seat first.
What if two seats open in the same class at once?
It drafts a separate offer for each newly opened seat, in waitlist order, so nobody is skipped and nobody gets offered a seat twice.
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