Automated Escape Room Reminders
Every morning, WebRun opens Bookeo, pulls bookings scheduled for the next 24 to 48 hours, drafts a personalised SMS arrival reminder and waiver link for each group via Twilio, and queues the messages for your review in Slack before anything is sent.
How do I automatically send arrival reminders and waiver texts to escape room guests?
WebRun pulls Bookeo bookings scheduled for the next 24 to 48 hours every morning, drafts a personalised SMS arrival reminder and waiver link for each group via Twilio, and posts the queue to Slack for staff review. No message is sent until a team member approves it, reducing no-shows while keeping outbound texts under your control.
- Fewer no-shows with timely personalised arrival reminders
- Waiver links sent before arrival cut check-in time
- Staff approve all outgoing texts before any message is dispatched
Built for escape room owners · venue managers · front-of-house staff · entertainment venue operators
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.bookeo.comin a real browser with your saved login - no setup, no API keys. -
1
Bookeo - pull upcoming bookings
bookeo.com
WebRun opens Bookeo to pull upcoming bookings. - Open Bookeo and filter bookings to those starting in the next 24 to 48 hours
- Capture the customer name, mobile number, room name, booking time, and booking reference
- Skip any bookings that have already received a reminder this cycle
Done when Every upcoming booking is listed with its contact and session details.
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2
Twilio - draft arrival reminder and waiver texts
twilio.com
WebRun opens Twilio to draft arrival reminder and waiver texts. - Draft a personalised SMS for each booking including the room name, arrival time, and a waiver link
- Keep the message under 160 characters so it sends as a single SMS
- Leave every message as a draft in the approval queue, not sent
Done when A draft SMS reminder exists for every upcoming booking.
-
3
Slack - queue messages for approval
slack.com
WebRun opens Slack to queue messages for approval. - Post the draft reminders to the bookings channel with the customer name, room, and send time
- Include a note showing how many reminders are queued for approval
- Prompt staff to review and approve before the messages are dispatched
Done when Staff have a Slack summary of all drafted reminders ready for approval.
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 texts to customers automatically?
No. WebRun drafts every reminder and queues it for staff approval in Slack. No SMS is dispatched until a team member reviews and approves it, keeping all outbound customer communication under your control.
Can it include a waiver link in the reminder?
Yes. Each drafted SMS includes your waiver URL so guests can sign before arrival, reducing check-in time and helping ensure full groups are ready to play on schedule.
What if a booking is cancelled before the reminder goes out?
WebRun reads live booking status from Bookeo each morning, so cancelled bookings are excluded from the draft queue automatically before any message is prepared.
Related templates
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