Automated EHS Audit Scheduling Confirmations
When a new EHS audit or site inspection appointment is added to Google Calendar, WebRun reads the event details, checks the relevant audit scope in VelocityEHS, and drafts a professional confirmation email with prep instructions for the client, leaving it in Gmail for your approval before sending.
How do I automatically send confirmation emails when EHS audits are scheduled?
When a new EHS audit or inspection is booked in Google Calendar, WebRun reads the appointment details, pulls the relevant audit scope and preparation checklist from VelocityEHS, and drafts a professional client confirmation email in Gmail. The consultant reviews and approves before anything is sent.
- Clients receive a complete confirmation with prep instructions within hours of booking
- Consultants review a ready-to-send draft instead of writing one from scratch
- No booking is ever left unconfirmed due to a busy schedule
Built for EHS consulting firms · safety auditors · environmental compliance consultants · EHS inspection 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
calendar.google.comin a real browser with your saved login - no setup, no API keys. -
1
Google Calendar - detect new audit or inspection booking
calendar.google.com
WebRun opens Google Calendar to detect new audit or inspection booking. - Detect the new event added to the EHS appointments calendar
- Extract the client name, site address, appointment date and time, and type of engagement (audit, inspection, training session)
- Confirm the assigned consultant listed in the event
Done when All appointment details are captured from the calendar event.
-
2
VelocityEHS - read the audit scope and checklist
ehs.com
WebRun opens VelocityEHS to read the audit scope and checklist. - Open VelocityEHS and locate the relevant audit template or inspection checklist for the engagement type
- Pull the standard preparation requirements the client needs to have ready (records, personnel, site access)
- Note any regulatory standards (OSHA, EPA) relevant to this client's industry
Done when The audit scope and client preparation requirements are confirmed.
-
3
Gmail - draft the client confirmation email
gmail.com
WebRun opens Gmail to draft the client confirmation email. - Draft a professional confirmation email addressed to the client contact
- Include the confirmed date, time, site address, scope of the engagement, and the preparation checklist
- Save the draft unsent - do not send until the assigned consultant has reviewed and approved it
Done when A complete confirmation email draft is saved in Gmail for consultant review.
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 send the confirmation to the client automatically?
No. The confirmation is saved as a Gmail draft and waits for the assigned consultant to review and approve it before anything is sent to the client.
How does it know what prep instructions to include?
It reads the audit template or inspection checklist in VelocityEHS that matches the engagement type, then pulls the standard client preparation requirements for that type of visit.
Does it work for different types of EHS engagements?
Yes. It handles audits, site inspections, and training sessions by matching the calendar event type to the corresponding VelocityEHS checklist and tailoring the confirmation accordingly.
Related templates
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