Automated Latch Recheck Recall Drafts
Every morning, WebRun opens MilkNotes, finds clients whose initial visit was about two weeks ago and who were advised to return for a latch recheck, drafts a warm recall email in Gmail with a Calendly link to rebook, and leaves each draft unsent so you approve before any family is invited back.
How do I automatically recall lactation clients for a latch recheck?
WebRun helps you bring families back for their latch recheck. Each morning it finds clients whose initial visit was about two weeks ago and who were advised to return, drafts a warm recall email in Gmail with your Calendly rebooking link, and leaves each draft unsent so you approve before any family is invited back.
- Families due for a recheck get a warm invite drafted for them
- Your calendar fills with recheck visits that would otherwise be missed
- No recall email leaves until you approve the draft
Built for IBCLCs · lactation consultants · breastfeeding clinics · newborn feeding specialists
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 - find clients due for a recheck
milknotes.com
WebRun opens MilkNotes to find clients due for a recheck. - Open MilkNotes and find clients whose initial consult was roughly two weeks ago
- Filter to those whose care plan recommended a latch or feeding recheck
- Skip any client who already has a recheck booked or was discharged
Done when Clients genuinely due for a latch recheck are identified.
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2
Gmail - draft the recall invite
gmail.com
WebRun opens Gmail to draft the recall invite. - Draft a warm recall email to each parent inviting them back for a two-week latch recheck
- Explain simply why the recheck helps and keep the tone supportive, not pushy
- Save each email as a draft in Gmail and leave it unsent for you to review and send
Done when A recall invite waits in Gmail as an unsent draft for each due client.
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3
Calendly - attach the rebooking link
calendly.com
WebRun opens Calendly to attach the rebooking link. - Add your Calendly latch-recheck booking link to each drafted email
- Confirm the link points to the correct recheck visit type and duration
- Leave booking entirely to the parent, so no appointment is created on their behalf
Done when Every recall draft carries the correct Calendly rebooking link.
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 invite families back without me?
No. Every recall invite is saved as an unsent Gmail draft for you to review and send. WebRun finds who is due and prepares the message, but no family is contacted until you approve it.
Does it book the recheck appointment itself?
No. It only adds your Calendly link to the draft so the parent can choose a time that suits them. WebRun never creates or confirms an appointment on a family's behalf.
How does it avoid nagging families who already rebooked?
It checks the live MilkNotes schedule each run and skips anyone who already has a recheck booked or was discharged, so only families genuinely due to return receive a recall draft.
Related templates
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