Automated Consignment Intake Appointment Scheduling
When a consignor submits an intake appointment request, WebRun checks your Google Calendar for open intake slots, drafts a confirmation email with an available time, logs the appointment, and posts a Slack alert to staff so every booking is reviewed and confirmed before the consignor receives their reply.
How do I automate intake appointment scheduling for consignors?
When a consignor requests a drop-off appointment, WebRun checks your Google Calendar for open intake slots, drafts a personalized confirmation email in Gmail, and alerts your team in Slack with all the details. Staff approve the booking and send the confirmation, eliminating phone tag and keeping your intake calendar accurate.
- Intake requests are handled promptly without phone tag or manual back-and-forth
- Staff review every booking before the consignor is confirmed
- Your intake calendar stays accurate with tentative holds for pending approvals
Built for consignment shop owners · resale boutique intake coordinators · secondhand store scheduling 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.ricochethq.comin a real browser with your saved login - no setup, no API keys. -
1
Ricochet - capture incoming intake request
- Detect a new intake appointment request from Ricochet, either from a web form or a new consignor record flag
- Capture the consignor's name, contact details, preferred drop-off window, and estimated item count or category
- Note any special handling requirements, such as furniture, electronics, or high-value items
Done when The consignor's intake request details are captured and ready for scheduling.
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2
Google Calendar - check open intake slots
calendar.google.com
WebRun opens Google Calendar to check open intake slots. - Check your intake calendar for open slots within the consignor's preferred window
- Identify the earliest available slot that fits your intake capacity limits
- Reserve the slot as a tentative hold pending staff confirmation
Done when An available intake slot is identified and held as a tentative calendar event.
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3
Gmail - draft appointment confirmation
gmail.com
WebRun opens Gmail to draft appointment confirmation. - Draft a confirmation email to the consignor with the proposed date, time, and location of their intake appointment
- Include your intake guidelines, accepted item categories, and anything they should bring
- Save the email as a Gmail draft without sending it until staff approves
Done when A Gmail draft appointment confirmation is ready for staff review before being sent to the consignor.
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4
Slack - alert staff to review and confirm
slack.com
WebRun opens Slack to alert staff to review and confirm. - Post a Slack alert to your team with the consignor's name, requested window, and the proposed slot
- Flag appointments involving high item counts or specialty categories for manager review
- Tag the staff member who manages intake scheduling to approve the draft and confirm the calendar hold
Done when Staff have a Slack prompt with all intake details and a link to the Gmail draft to approve 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 confirm the appointment with the consignor automatically?
No. The confirmation email is saved as a Gmail draft and held until staff approves it. The calendar hold is also tentative until a team member confirms, so no consignor receives a booking without human review.
What if no intake slots are available in the consignor's preferred window?
WebRun flags the unavailability in the Slack alert so staff can reach out to offer alternative dates. The draft email is marked as needing a date to be filled in before sending.
Can it handle different intake categories, like clothing only versus furniture?
Yes. You configure item-category rules during setup, and WebRun uses them to flag specialty intake requests and match them to the right staff member or intake slot type.
Related templates
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