Planning Pod Automated Event Staffing Reminders
Every Monday, WebRun opens Planning Pod, checks the staffing plan for events within 2 weeks, flags any role still unfilled or unconfirmed, drafts a confirmation request in Outlook to booked freelance staff, and posts your ops lead a Slack summary of staffing gaps so every shift is covered before event day.
How do I confirm event day staffing before it is too late?
WebRun opens Planning Pod every Monday and checks the staffing plan for events within 2 weeks, flagging any role that is unfilled or booked but unconfirmed. It drafts a shift confirmation request in Outlook for each unconfirmed staffer and leaves it unsent, then posts your ops lead a Slack summary, so every shift is covered before event day.
- No shift goes uncovered because a confirmation slipped through
- Ops lead gets a ranked staffing gap list every Monday
- Confirmation requests are drafted and ready, never sent without review
Built for event planning firms · event staffing agencies · corporate event ops managers · festival and conference producers
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
app2.planningpod.comin a real browser with your saved login - no setup, no API keys. -
1
Planning Pod - check the staffing plan
planningpod.com
WebRun opens Planning Pod to check the staffing plan. - Open Planning Pod and go to the staffing plan for each event within 2 weeks
- Compare roles needed against staff booked and confirmed
- Note any role that is unfilled or booked but not yet confirmed
Done when Every event within 2 weeks has its staffing status captured.
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2
Outlook - draft a shift confirmation request
microsoft.com
WebRun opens Outlook to draft a shift confirmation request. - Draft a shift confirmation request for each booked staffer who has not yet confirmed, naming the event, date, and call time
- Save each as a draft in Outlook for your review
- Leave every draft unsent. WebRun never contacts freelance staff on its own
Done when A confirmation draft is waiting in Outlook for every unconfirmed staffer.
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3
Slack - alert your ops lead to gaps
slack.com
WebRun opens Slack to alert your ops lead to gaps. - Post a summary to the ops channel of any role still unfilled for events within 2 weeks
- List the event, role, and days remaining for each open gap
- Note which confirmation drafts are ready in Outlook
Done when Your ops lead has this week's staffing gaps flagged in Slack.
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 message freelance staff without me?
No. WebRun only drafts the confirmation request in Outlook and leaves it unsent. You review and send it yourself, so no staffer gets a message you have not approved.
How far ahead does it check staffing?
By default it checks events within the next 2 weeks. That window can be widened in your run settings for larger productions that book staff further out.
What if a staffer already confirmed in Planning Pod?
It reads the live confirmation status each Monday, so anyone already confirmed drops off the gap list and will not get another request drafted.
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