Automated Teachworks Placement Test Scheduling
Whenever a new student requests a placement test, WebRun opens Teachworks to log the request, books an open slot with an available teacher on Google Calendar, and drafts a confirmation email in Gmail for staff to review and send.
How do I automatically schedule placement tests for new language school students?
WebRun logs every new placement test request in Teachworks, books an open slot with a qualified teacher on Google Calendar, and drafts a confirmation email in Gmail with the test time and format. Staff review and send each draft, so new students get a fast reply without a double booked slot or an unapproved email.
- New students get a placement test slot within the same day
- No teacher double books thanks to a live calendar check
- Front desk staff stop juggling scheduling emails by hand
Built for language schools · ESL academies · language institutes · private language tutors
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 - log new placement test requests
teachworks.com
WebRun opens Teachworks to log new placement test requests. - Open Teachworks and check the new inquiries or leads queue for placement test requests
- Log the student's name, contact details, and target language and level
- Note any scheduling preference the student gave, such as a preferred day or time
Done when Every new placement request is logged in Teachworks with the student's details.
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2
Google Calendar - book an open test slot
calendar.google.com
WebRun opens Google Calendar to book an open test slot. - Open Google Calendar and find an available teacher slot that matches the student's preference
- Book the placement test in the teacher's calendar with the student's name and contact info
- Hold the slot for 24 hours so two requests cannot double book the same time
Done when A placement test slot is booked on the calendar for every new request.
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3
Gmail - draft the confirmation email
gmail.com
WebRun opens Gmail to draft the confirmation email. - Draft a confirmation email to the student with the test date, time, and format
- Include what to expect and how to join or arrive
- Save the email as a draft for staff to review and send. Never auto-send to a new student
Done when A draft confirmation email is ready in Gmail for every booked placement test.
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 the new student without staff approval?
No. WebRun only prepares a draft confirmation in Gmail. A staff member reviews the test time and details and sends it themselves, so no new student is contacted automatically.
What if two students want the same time slot?
WebRun holds a booked slot for 24 hours before it can be reused, and it checks the live Teachworks and Calendar record each run, so double booking is caught before a second confirmation goes out.
How does it pick which teacher to book?
It matches the student's target language and level against teacher availability already on the calendar, and books the earliest qualified opening within the student's stated preference.
Related templates
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