Automated Teachworks Conversation Club Signups
Every Monday, WebRun opens Teachworks to see who has signed up for this week's conversation club, balances the groups by level in Google Sheets, and drafts a WhatsApp confirmation for each student with their group, day, and time.
How do I balance conversation club groups and confirm spots automatically?
Every Monday, WebRun pulls this week's conversation club signups from Teachworks, sorts students into level-matched groups capped at your target size in Google Sheets, and drafts a WhatsApp confirmation for each student with their group, day, and time. Staff review and send every message, so no student is confirmed into a group unsupervised.
- Groups fill evenly by level instead of first-come first-served chaos
- Students get their group and time the same day they sign up
- Overflow students are caught and offered an alternative before the week starts
Built for language schools · ESL academies · language institutes · conversation practice programs
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.teachworks.comin a real browser with your saved login - no setup, no API keys. -
1
Teachworks - see who signed up for the club
teachworks.com
WebRun opens Teachworks to see who signed up for the club. - Open Teachworks and pull every student signed up for this week's conversation club
- Capture each student's current level and preferred time slot
- Flag any student already at the club's maximum group size for their level
Done when Every signup for this week's club is listed with level and preference.
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2
Google Sheets - balance the groups by level
google.com
WebRun opens Google Sheets to balance the groups by level. - Open the club roster sheet and sort signups into groups by level
- Cap each group at the target size and move overflow students to the next available time
- Assign a facilitator to each finalized group
Done when Every signed-up student has a finalized group, time, and facilitator.
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3
WhatsApp - draft each student's confirmation
whatsapp.com
WebRun opens WhatsApp to draft each student's confirmation. - Draft a confirmation message to each student with their group, day, and time
- Note the location or video link for the session
- Save each message as a draft for staff to review and send. Never auto-send a group assignment
Done when A draft confirmation message is ready in WhatsApp for every signed-up student.
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 confirm a student's spot without staff review?
No. Every confirmation is saved as a WhatsApp draft. Staff check the group assignment and send it, so no student gets a message WebRun sent on its own.
How does it decide which students go in which group?
It sorts signups by level first, then by preferred time, and caps each group at the target size you set, moving any overflow to the next available slot.
What happens to students who do not fit any group this week?
They are listed separately in the roster sheet as overflow, so staff can offer them the next available week or an alternative time before anyone is confirmed.
Related templates
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