Automated Party Details Confirmation Emails
Every morning, WebRun finds parties scheduled 3 to 7 days ahead in ROLLER, compiles the booking details for each, drafts a personalised confirmation email covering the schedule, arrival time, what to bring, and any add-on options, then posts a summary to Slack so your team can review and send.
How do I automatically send party details and confirmations to guests before their event?
Every morning, WebRun finds parties coming up in the next 3 to 7 days in ROLLER and drafts a personalised confirmation email for each host covering arrival time, the party schedule, what to bring, and available add-ons. Drafts are queued in Gmail and flagged in Slack for your team to review and send.
- Guests arrive prepared with all the details they need
- Last-minute questions to staff are reduced
- Add-on upsell opportunities are included in every confirmation
Built for trampoline parks · arcades · bowling centers · mini-golf venues · family entertainment centers
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
roller.softwarein a real browser with your saved login - no setup, no API keys. -
1
ROLLER - pull upcoming party booking details
roller.software
WebRun opens ROLLER to pull upcoming party booking details. - Open ROLLER and find parties booked 3 to 7 days from today
- Collect the guest name, event date and time, party package, room assignment, headcount, and any add-ons already booked
- Note any special requests or notes attached to the booking
Done when Full booking details are captured for every party in the upcoming window.
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2
Gmail - draft personalised confirmation email
gmail.com
WebRun opens Gmail to draft personalised confirmation email. - Draft a confirmation email addressed to the host by name
- Include arrival time, what to bring, party room location, schedule overview, and any add-on options still available
- Add a contact number for last-minute questions
- Save as a draft - do not send without team review
Done when A tailored draft confirmation sits in Gmail for each upcoming party.
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3
Slack - notify team of drafts ready to send
slack.com
WebRun opens Slack to notify team of drafts ready to send. - Post a summary to the events channel listing each party with its date and host name
- Note that draft emails are queued in Gmail for review
Done when The team is alerted in Slack that confirmation drafts are ready to send.
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 without my approval?
No. Every confirmation is saved as a Gmail draft for your team to review first. No email goes to a guest without a human sending it.
Can it include upsell options like extra food or activity add-ons?
Yes. WebRun pulls the available add-ons from ROLLER and includes them in the draft so guests can request extras before their event.
What if the party details change after the confirmation is sent?
Run the template again for that booking and it will draft an updated confirmation with the latest details from ROLLER.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.