Automated Doctolib Cancellation Alerts
Twice a day, WebRun signs in to Doctolib, compares the schedule against the last run to find appointments that were cancelled, records each newly empty slot with its practitioner, time, and appointment type, opens a Trello card per gap, and tells the front desk on WhatsApp which slots to refill first.
How do I refill appointment slots after a patient cancels?
WebRun catches cancellations for your practice twice a day. It compares the Doctolib agenda against the previous run, finds slots that have emptied, opens a Trello card for each with practitioner, time, and appointment type, and tells the front desk on WhatsApp which gaps to refill first.
- Cancellations are noticed within hours instead of on the day
- The front desk works a ranked list rather than scanning the agenda
- No patient details leave Doctolib
Built for medical practices · dental clinics · physiotherapists · practice managers
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.doctolib.frin a real browser with your saved login - no setup, no API keys. -
1
Doctolib - find slots freed by cancellations
doctolib.fr
WebRun opens Doctolib to find slots freed by cancellations. - Sign in to Doctolib and open the practice agenda for the next seven days
- Compare the current schedule against the snapshot from the previous run
- Capture every slot that has emptied, with the practitioner, date, start time, duration, and appointment type
- Rank the gaps by how soon they fall and how long they are
Done when Every newly freed slot is captured with its practitioner and time.
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2
Trello - open a card per empty slot
trello.com
WebRun opens Trello to open a card per empty slot. - Open your front desk board and check for an existing card for that slot
- Create a card per newly empty slot, titled with the practitioner, date, and time
- Put the appointment type and duration in the description so the right patient can be matched
- Set the card due date to the day before the slot so it does not go stale
Done when Every gap has a dated Trello card and no duplicates were created.
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3
WhatsApp - tell the front desk what to fill
whatsapp.com
WebRun opens WhatsApp to tell the front desk what to fill. - Message the front desk in your internal practice WhatsApp thread
- Lead with the gaps happening in the next 48 hours, since those lose the most revenue
- Give each one as practitioner, day, time, and type, with the Trello card link
- Leave contacting patients to the front desk. WebRun never messages a patient
Done when The front desk knows which slots to refill and in what order.
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 contact patients to offer the slot?
No. WebRun never messages a patient. It reports the empty slots to your front desk, and a person decides who to call and books the appointment.
Does it book, move, or cancel anything in Doctolib?
No. It only reads the agenda. Every booking change is made by your staff inside Doctolib.
Does it copy patient details anywhere?
No. The cards and messages carry the practitioner, time, duration, and appointment type only, so no patient information leaves Doctolib.
Related templates
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