Automated Lactation Visit Scheduling
Every morning, WebRun opens Calendly, reads bookings made since the last run, matches each to the right client in MilkNotes, files it as a prenatal or postpartum visit with the correct type and duration, and logs a clean daily schedule to a Google Sheet so your practice always knows what the day holds.
How do I automatically file lactation bookings into my chart?
WebRun keeps your prenatal and postpartum visits on the calendar. Each morning it reads new Calendly bookings, matches each parent to their MilkNotes record, files the visit with the right type and duration, and logs an ordered daily schedule to a Google Sheet, so your practice starts the day knowing exactly who is coming.
- Every new booking is filed on the right chart before the visit
- The day's schedule is ready in one sheet each morning
- No parent is contacted and no appointment is changed without you
Built for IBCLCs · lactation consultants · solo lactation practices · prenatal and postpartum providers
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
calendly.com/app/scheduled_events/user/mein a real browser with your saved login - no setup, no API keys. -
1
Calendly - read new bookings
calendly.com
WebRun opens Calendly to read new bookings. - Open Calendly and read every booking created or changed since the last run
- Capture the parent name, contact details, appointment type, date, and time
- Flag whether each booking is a prenatal, initial postpartum, or follow-up visit
Done when Every new or changed Calendly booking is captured with its type and time.
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2
MilkNotes - file each visit on the right chart
milknotes.com
WebRun opens MilkNotes to file each visit on the right chart. - Open MilkNotes and match each booking to the existing client, or note if a new record is needed
- File the visit on the correct chart with the right visit type, date, and duration
- Confirm the appointment shows on the MilkNotes schedule without duplicating an existing entry
Done when Each booking is filed on the correct MilkNotes chart with no duplicates.
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3
Google Sheets - log the day's schedule
google.com
WebRun opens Google Sheets to log the day's schedule. - Open your practice schedule Google Sheet and add a row per visit for today
- Record the time, parent name, visit type, in-person or telehealth, and whether intake is complete
- Sort the sheet by start time so the day reads top to bottom
Done when Today's visits are listed in order in the Google Sheet.
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 message parents or change their bookings?
No. It only reads bookings from Calendly and files them into MilkNotes and a Google Sheet. It never contacts a parent or moves, cancels, or edits anyone's appointment on its own.
What if a booking has no matching client record?
It flags the booking as needing a new MilkNotes record and notes it in the Google Sheet, so you can create the chart before the visit rather than discovering the gap mid-appointment.
How does it avoid duplicate appointments in MilkNotes?
It checks the live MilkNotes schedule before filing, so a booking already present is skipped and only genuinely new or changed visits are written to the chart.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.