Automated Flooring Backorder Customer Updates
Every morning, WebRun opens RFMS and finds any material orders flagged as backordered or delayed. For each affected customer, it drafts a proactive update explaining the situation and offering next steps, then posts a Slack summary so your team can review and send the messages before customers start calling.
How do I automatically update flooring customers about backordered materials?
WebRun checks RFMS every morning for any flooring materials newly flagged as backordered or delayed. For each affected customer, it drafts a proactive update email in Gmail explaining the situation and offering next steps. Urgent cases with near-term install dates are flagged first in a Slack digest for your team to review.
- Customers hear about backorders from you first, not when they call to check
- Urgent jobs with near-term install dates are flagged automatically for priority follow-up
- No backorder communication reaches a customer without team review
Built for flooring dealers · flooring contractors · flooring project managers · flooring installers
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
www.rfms.comin a real browser with your saved login - no setup, no API keys. -
1
RFMS - find backordered or delayed material orders
rfms.com
WebRun opens RFMS to find backordered or delayed material orders. - Open RFMS and navigate to the open purchase orders list
- Filter for any orders with a backorder, delayed, or on-hold status
- Capture the customer name, contact email, affected product, original estimated arrival date, and any new estimated date available
- Check whether the backorder status changed since yesterday to avoid re-sending messages for the same delay
Done when Every newly backordered or updated delayed order is listed with customer and product details.
-
2
Gmail - draft proactive customer backorder update
gmail.com
WebRun opens Gmail to draft proactive customer backorder update. - Draft a transparent, empathetic update email for each affected customer explaining the backorder situation by product name
- Include the original and updated estimated arrival dates if available
- Offer the customer options where possible, such as selecting an alternative product or adjusting the install date
- Save each message as a Gmail draft without sending
Done when A Gmail draft is saved for every customer with a newly backordered or changed delayed order.
-
3
Slack - alert team of drafts awaiting review
slack.com
WebRun opens Slack to alert team of drafts awaiting review. - Post a Slack summary listing each affected customer, the backordered product, and the updated estimated date
- Flag any customers whose installation is scheduled within the next 7 days as urgent
Done when Your team has a Slack digest of all backorder situations and knows which drafts to prioritize.
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 contact customers about a backorder without my approval?
No. Every backorder update is saved as a Gmail draft and listed in Slack for your team to review. Nothing reaches a customer until a team member opens and sends the draft.
How does it avoid sending the same customer repeated updates for the same backorder?
WebRun checks whether the backorder status changed since the previous run. If an order has been flagged as delayed for several days with no new update, it will not generate a new draft for that order.
What if we want to offer the customer a substitute product?
The draft email includes a suggestion to contact your team about alternative products. Your team member can personalize the draft with a specific substitute before sending.
Related templates
Put this on autopilot.
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