Automated Preorder Tracking
When new inventory arrives, WebRun checks open preorders in Square, matches them to the received stock, logs fulfillment status to Google Sheets, drafts ready-for-pickup notices for staff approval, and posts a fulfillment summary to Slack.
How do I track game and hobby preorders and notify customers when stock arrives?
WebRun checks open preorders in Square every morning, matches them against received stock, and logs fulfillment status to Google Sheets. A Slack summary tells staff exactly which customers are ready to contact, and any pickup notices are drafted for staff review before reaching a customer.
- Every preorder matched to stock the morning it arrives
- Staff see a clear fulfillment summary without checking Square manually
- Customers are never contacted until a staff member reviews the notice
Built for game store owners · hobby shop managers · trading card game retailers · tabletop game shops
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
squareup.com/dashboardin a real browser with your saved login - no setup, no API keys. -
1
Square - check open preorders against received stock
squareup.com
WebRun opens Square to check open preorders against received stock. - Open Square and filter orders to preorder status for the upcoming release
- Capture each customer's name, contact, items ordered, and deposit paid
- Match preorders against the received inventory count to identify which are ready for pickup
Done when Every open preorder is matched to received stock and marked ready or still pending.
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2
Google Sheets - log fulfillment status
google.com
WebRun opens Google Sheets to log fulfillment status. - Open the preorder tracking sheet for the release
- Update each row with the current fulfillment status: ready, partial, or still awaiting stock
- Note the date stock was received and the draft notice status for each customer
Done when The preorder sheet reflects current fulfillment status for all customers.
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3
Slack - post fulfillment summary for staff
slack.com
WebRun opens Slack to post fulfillment summary for staff. - Post a summary to the orders Slack channel listing how many preorders are ready, partial, or pending
- Flag any customers with a ready order so staff know who to contact
- Note which items are still awaited from the distributor
Done when Staff have a fulfillment summary in Slack and know which customers are ready to notify.
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 notify customers automatically when their preorder is ready?
No. WebRun drafts the ready-for-pickup notices and flags them in Slack for staff review. No message reaches a customer until a staff member approves and sends it.
What if only part of a customer's preorder arrived?
WebRun marks those orders as partial in the Google Sheets tracker and surfaces them separately in the Slack summary so staff can decide whether to notify or wait for full stock.
Can it track preorders for multiple releases at once?
Yes. The Google Sheets tracker uses one tab per release, and WebRun checks all active preorder tabs each morning so nothing falls through when multiple releases overlap.
Related templates
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