Automated Game Night Reminders
Each morning before a scheduled game event, WebRun reads the RSVP roster in Google Sheets, drafts personalized reminder texts via Twilio for your review, and posts a headcount summary to Slack so the organizer knows who is confirmed and who may need a nudge.
How do I send automated game night reminders to reduce no-shows?
WebRun reads your Google Sheets RSVP roster every morning, drafts personalized Twilio reminder texts for players at upcoming events, and posts a headcount summary to Slack. All texts are queued for organizer approval before sending, so no player is messaged without a human review.
- No-shows reduced with timely player reminders before each event
- Organizer reviews all texts before any message goes out
- Headcount visible in Slack without opening the roster sheet
Built for game store owners · hobby shop event organizers · tabletop gaming clubs · card game tournament managers
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
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - read confirmed RSVPs
google.com
WebRun opens Google Sheets to read confirmed RSVPs. - Open the event roster sheet and filter to events happening within the next 48 hours
- Collect each confirmed player's name and phone number
- Skip players already marked as reminded this cycle
Done when All confirmed players for upcoming events are listed with contact details.
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2
Twilio - draft reminder texts for review
twilio.com
WebRun opens Twilio to draft reminder texts for review. - Draft a short, friendly reminder text for each player with the event name, date, and time
- Include the store address and a note to reply if they can no longer attend
- Queue the drafts for organizer review before any texts are sent
Done when Reminder text drafts are queued in Twilio and ready for organizer approval.
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3
Slack - post headcount summary
slack.com
WebRun opens Slack to post headcount summary. - Post a pre-event headcount summary to the events Slack channel
- List each upcoming event with confirmed count, total capacity, and number of reminders queued
- Note if any event is below half capacity so the organizer can promote it
Done when The organizer has a headcount summary in Slack with queued reminders 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 reminder texts to players automatically?
No. WebRun drafts and queues the texts in Twilio for organizer review. No message is sent to a player until the organizer approves the batch.
How far in advance does it run reminders?
WebRun checks each morning for events within the next 48 hours by default, so players get a heads-up with enough time to rearrange their schedule if needed.
What if someone cancels after the reminder is sent?
When a player replies to cancel, you can update the roster in Google Sheets and WebRun will reflect the updated headcount in the next morning's Slack summary.
Related templates
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