Automatic Attendee Count Confirmation Reminders
Every morning, WebRun opens Planning Pod, finds events within 10 days that still need a final guaranteed headcount, drafts a friendly reminder in Outlook asking the client to confirm their number, and logs every open confirmation to a Google Sheet so nothing is guessed at with the venue or caterer.
How do I get clients to confirm final attendee counts on time?
WebRun checks Planning Pod every morning for events within 10 days that still need a final guaranteed headcount. It drafts a friendly reminder in Outlook asking the client to confirm their number and leaves it unsent, then logs every open confirmation to a Google Sheet, so no headcount is guessed at with the venue or caterer.
- No event reaches its guarantee deadline without a confirmed count
- Clients get a friendly reminder before the venue or caterer needs a number
- Every open confirmation is tracked in one sheet instead of scattered emails
Built for event planning firms · catering coordinators · wedding and event planners · corporate meeting planners
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
app2.planningpod.comin a real browser with your saved login - no setup, no API keys. -
1
Planning Pod - find events needing a final headcount
planningpod.com
WebRun opens Planning Pod to find events needing a final headcount. - Open Planning Pod and go to the guest list or attendee count for each event within 10 days
- Check whether the final guaranteed count has been confirmed by the client
- Capture the event date, current estimated count, and the guarantee deadline
Done when Every event within 10 days has its headcount confirmation status listed.
-
2
Outlook - draft a headcount confirmation reminder
microsoft.com
WebRun opens Outlook to draft a headcount confirmation reminder. - Draft a short reminder to the client asking them to confirm their final attendee count by the guarantee date
- Reference the current estimated number already on file
- Save as a draft in Outlook. Leave it unsent for your review
Done when A confirmation reminder draft is waiting in Outlook for every event with an open headcount.
-
3
Google Sheets - log who still owes a number
google.com
WebRun opens Google Sheets to log who still owes a number. - Open the Headcount Confirmation tracker sheet
- Log each event with its guarantee deadline and current confirmation status
- Mark any event past its deadline with no confirmation in red
Done when The tracker sheet shows every open and overdue headcount confirmation.
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 email the client without me?
No. WebRun only drafts the reminder in Outlook and leaves it unsent. You review and send it yourself, so the client only hears from you when you choose.
How close to the event does it start reminding?
By default it starts checking 10 days out, which covers most venue and catering guarantee deadlines. That window can be adjusted in your run settings.
What happens once the client confirms?
It reads the live count status in Planning Pod each morning, so any event already confirmed drops off the reminder list automatically.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.