Automated Hubilo Speaker Confirmation Tracker
Every morning in the two weeks before an event, WebRun checks Hubilo for speakers assigned to a session who have not confirmed, keeps a pending calendar hold on their slot, and sends the internal event coordinator a WhatsApp reminder listing who still needs chasing so no session goes live without its speaker locked in.
How do I make sure every Hubilo speaker confirms before the event?
WebRun checks Hubilo every morning in the two weeks before an event for speakers who have not confirmed their session, keeps a pending calendar hold on each slot, and sends the internal coordinator a WhatsApp reminder listing who still needs chasing, so every session has a locked in speaker before the event goes live.
- Unconfirmed speakers are flagged a full 14 days out
- The coordinator gets a daily chase list, not a single reminder
- Confirmed speakers drop off the list automatically
Built for event coordinators · marketing teams · conference organizers · B2B events
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
hubilo.comin a real browser with your saved login - no setup, no API keys. -
1
Hubilo - check speaker confirmation status
hubilo.com
WebRun opens Hubilo to check speaker confirmation status. - Open Hubilo and list sessions in the next 14 days
- Check which assigned speakers have confirmed their slot
- List any session with an unconfirmed speaker
Done when Every unconfirmed speaker slot in the next 14 days is known.
-
2
Google Calendar - keep the slot on hold
calendar.google.com
WebRun opens Google Calendar to keep the slot on hold. - Keep a pending hold on the session slot for each unconfirmed speaker
- Mark the hold as pending confirmation
- Convert the hold to confirmed once the speaker accepts
Done when Every unconfirmed slot has a clearly marked pending calendar hold.
-
3
WhatsApp - remind the coordinator
whatsapp.com
WebRun opens WhatsApp to remind the coordinator. - Send the internal event coordinator a WhatsApp reminder
- List every speaker still unconfirmed and their session
- Skip the reminder once every speaker has confirmed
Done when The coordinator has been reminded internally about open confirmations.
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
Does WebRun contact the speakers directly?
No. The WhatsApp reminder goes to your internal event coordinator, not to the speakers. Any outreach to a speaker is sent by your team.
Why start chasing 14 days out?
It gives the coordinator enough runway to find a backup speaker if someone cannot confirm, rather than discovering a gap the week of the event.
What happens once a speaker confirms?
Their calendar hold is marked confirmed and they drop off the WhatsApp reminder list, so the coordinator only ever sees genuinely open items.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.