Automated MilkNotes New Client Intake
Whenever a new lactation consult is booked, WebRun opens the client record in MilkNotes, checks which intake and consent forms are still outstanding, drafts a warm welcome email in Gmail that requests the missing paperwork, and posts you a short summary in Slack so every new family is prepped before their first visit.
How do I automatically onboard new lactation consult clients?
WebRun onboards every new lactation client for you. As soon as a consult is booked, it opens the client in MilkNotes, checks which intake and consent forms are outstanding, drafts a warm welcome and paperwork request in Gmail, and posts a Slack summary, so each family arrives at their first visit fully prepped.
- New families get a welcome and forms request drafted within minutes of booking
- No consult starts with intake paperwork still missing
- No parent-facing email leaves until you review the draft
Built for IBCLCs · lactation consultants · private lactation practices · breastfeeding clinics
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
app.milknotes.comin a real browser with your saved login - no setup, no API keys. -
1
MilkNotes - open the new client and check intake status
milknotes.com
WebRun opens MilkNotes to check the new client's intake status. - Open MilkNotes and find the newly booked client record
- Read which intake questionnaire, feeding history, and consent forms are still outstanding
- Note the visit type, date, and the parent's preferred contact details
Done when The new client's outstanding intake items and visit details are gathered.
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2
Gmail - draft the welcome and intake request
gmail.com
WebRun opens Gmail to draft the welcome and intake request. - Draft a warm, on-brand welcome email addressed to the parent by first name
- List the exact intake, feeding history, and consent forms still needed, with the secure MilkNotes link to complete them
- Save the email as a draft in Gmail and leave it unsent for you to review and send
Done when A welcome and intake request sits in Gmail as an unsent draft for each new client.
-
3
Slack - post an onboarding heads-up
slack.com
WebRun opens Slack to post an onboarding heads-up. - Post a short onboarding note to your practice Slack channel naming the new client and their visit date
- List which forms were requested and flag any consult booked within 48 hours
Done when You have an onboarding heads-up in Slack for every new booking.
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 email new parents without me?
No. Every welcome and intake request is saved as an unsent Gmail draft for you to review and send. No message reaches a family until you approve it, so nothing goes out in your name unread.
How does it know which forms are still missing?
It reads the live intake status in MilkNotes on each run, so only the questionnaires, feeding history, and consent forms that are genuinely outstanding get listed in the draft.
Does it work for both in-person and telehealth bookings?
Yes. It reads the visit type from MilkNotes and tailors the welcome accordingly, including the video link details when the consult is booked as telehealth.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.