Automated Doodle Sign-Up Sheet Capacity Alerts
Every morning, WebRun opens Doodle, reads each open sign-up sheet, counts the spots taken and remaining in every time slot, opens a Trello card for slots that are nearly full or still empty as the date nears, and pings you on WhatsApp.
How do I know when a sign-up sheet slot is nearly full?
Every morning WebRun opens Doodle, reads each open sign-up sheet, and counts the spots taken and remaining in every time slot. It cards the slots nearly full and the ones still empty in Trello, then pings you on WhatsApp while there is still time to add a session or promote a quiet one.
- Extra sessions are opened before a slot sells out
- Quiet slots get promoted while there are still days to fill them
- Capacity is checked daily instead of the night before the event
Built for event organisers · training coordinators · clinics · community groups · schools
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
doodle.comin a real browser with your saved login - no setup, no API keys. -
1
Doodle - count spots per time slot
doodle.com
WebRun opens Doodle to count spots per time slot. - Open Doodle and load each active sign-up sheet on your list
- Read every time slot with its capacity and the spots already taken
- Work out how many spots remain and how many days until the event date
- List the participants per slot so a name can be chased if needed
- Compare with yesterday's counts to see which slots are moving
Done when Every slot on every open sheet has a current taken and remaining count.
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2
Trello - card the slots that need action
trello.com
WebRun opens Trello to card the slots that need action. - Card any slot with fewer spots left than your threshold, so a session can be added
- Card any slot still empty when the event date is close
- Put the sheet name, the slot time, and the counts on each card
- Set the card due date to the event date and close cards once the slot balances
Done when Every slot needing action has a Trello card with its counts and date.
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3
WhatsApp - ping the organiser
whatsapp.com
WebRun opens WhatsApp to ping the organiser. - Send the organiser today's nearly full and nearly empty slots
- Show the spots left and the days remaining for each one
- Suggest opening another session or promoting the quiet slot
- Never add, edit, or close a slot, and never message participants
Done when The organiser has today's capacity alert on WhatsApp.
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 add or change slots for me?
No. WebRun reads the sheet and reports capacity. Adding a session, changing a slot, or closing one stays the organiser's decision inside Doodle.
Does it email or message the participants?
No. It never contacts anyone who signed up. The only message it sends is an internal WhatsApp ping to the organiser with the counts.
When does a slot count as nearly full?
You set the threshold, for example two spots left or ninety per cent taken. Empty slots are flagged separately once the event date is inside your warning window.
Related templates
Put this on autopilot.
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