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Automatic Run-of-Show Distribution

Every morning, WebRun opens Planning Pod, finds events starting within the next 3 days, pulls each finalized run of show, formats it into a clean Google Sheet by time and owner, and posts it to your event day Slack channel so every staffer is working off the same schedule.

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Runs on WebRun · Strict Lockdown policy
Every day at 7:00 AM WebRunorchestrates each step
1 Planning Pod pull the finalized run of show
2 Google Sheets format the event day schedule
3 Slack post the schedule to your team
In short

How do I distribute the run of show to my event team automatically?

WebRun opens Planning Pod every morning, finds events starting within 3 days, and pulls each finalized run of show. It formats the timed schedule into a Google Sheet with owners and locations, then posts it to your event day Slack channel, so staff and vendors are working from the same schedule before doors open.

  • Every staffer works from the same finalized schedule
  • Timeline changes are caught and reposted automatically before event day
  • No one is left checking three different versions of the run of show

Built for event planning firms · event producers · corporate event teams · wedding and event coordinators

Step by step

What does WebRun do on every run?

The exact actions WebRun takes, in order - in plain language, so you can adjust anything.

  1. WebRun signs in and gets to work

    Opens app2.planningpod.com in a real browser with your saved login - no setup, no API keys.

  2. 1
    Planning Pod - pull the finalized run of show
    planningpod.com
    WebRun in Planning Pod: pull the finalized run of show
    WebRun opens Planning Pod to pull the finalized run of show.
    • Open Planning Pod and go to the Timeline for each event starting within 3 days
    • Check that the run of show is marked finalized
    • Capture every timed entry: time, activity, location, and owner

    Done when Every event within 3 days has its finalized run of show pulled.

  3. 2
    Google Sheets - format the event day schedule
    google.com
    WebRun in Google Sheets: format the event day schedule
    WebRun opens Google Sheets to format the event day schedule.
    • Open the Run of Show template sheet for the event
    • Fill in each timed entry in order with owner and location columns
    • Highlight any entry still missing an assigned owner

    Done when The event has a complete, time ordered run of show sheet.

  4. 3
    Slack - post the schedule to your team
    slack.com
    WebRun in Slack: post the schedule to your team
    WebRun opens Slack to post the schedule to your team.
    • Post the run of show link to the event day Slack channel
    • Tag the event lead and flag any entries still missing an owner
    • Remind the channel the schedule is locked as of this morning

    Done when Your team has the run of show in Slack ahead of event day.

Run settings

How is each run configured?

Starting pageWhere Chrome opens at the start of each run
app2.planningpod.com
ScheduleRuns automatically on this cadence
Every day at 7:00 AM
DeliveryHow each run's result reaches you
Run of show · Slack
OutputWhat each run produces - A time ordered run of show sheet per event and a Slack post linking your team to it.
Spreadsheet + alert
Setup & safety

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.

Your credentials stay in your own private environment - WebRun never stores your passwords.
Strict Lockdown

Every action is checked against this policy before it runs.

Domains ALLOWLIST
Typed input ALLOW
Shell command BLOCK
File uploads BLOCK
Runs in a contained environment More on policies
Good to know

Questions, answered

Does it send the schedule to vendors directly?

It posts the run of show inside your team's Slack channel and Google Sheet. Sharing the sheet outside your organization, like with an outside vendor, is a link you send yourself.

What if the timeline changes after it is distributed?

It rechecks Planning Pod every morning until the event, so any change to the finalized timeline is picked up and reposted before doors open.

How far ahead does it distribute the schedule?

By default it starts distributing 3 days before an event. That window can be adjusted in your run settings for larger productions that need more lead time.

Keep going

Related templates

Automatic Attendee Count Confirmation Reminders
WebRun checks Planning Pod every morning for events within 10 days that still need a final headcount, drafts a reminder in Outlook asking the client to confirm, and logs who still owes a number to Google Sheets.
Planning Pod›Outlook›Google Sheets
Planning Pod Automated Event Budget Reports
WebRun compares actual spend against the budget in Planning Pod every Monday, flags any event running over on a line item, and posts a variance report to Slack and a tracking sheet in Google Sheets.
Planning Pod›Google Sheets›Slack
Planning Pod Automated Event Invoice Reminders
WebRun checks invoice status in Planning Pod every Monday, drafts a polite payment reminder in Outlook for each overdue client, and posts your team a Slack list of who still owes a balance.
Planning Pod›Outlook›Slack

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