Automated Game Rainout and Reschedule Notices
Every hour, WebRun checks TeamSnap for any games that have been cancelled or rescheduled since the last check, drafts an urgent notice email for each affected team, and posts your admin a Slack alert so they can approve and send immediately.
How do I automatically notify families about game cancellations and reschedules?
WebRun checks TeamSnap every hour for newly cancelled or rescheduled games. When a change is detected, it drafts urgent notice emails in Gmail for all affected team contacts and pings your admin in Slack to review and send immediately. Families are notified within the hour, not the next day.
- Families are notified of cancellations within the hour, not the next morning
- Admin reviews one Slack alert instead of manually contacting every team contact
- Draft notices are accurate and ready to send in minutes after a change is detected
Built for youth sports leagues · recreational leagues · league schedulers · sports club operations managers
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
go.teamsnap.comin a real browser with your saved login - no setup, no API keys. -
1
TeamSnap - detect newly cancelled or rescheduled games
teamsnap.com
WebRun opens TeamSnap to detect newly cancelled or rescheduled games. - Open TeamSnap and check the schedule for any games marked Cancelled or Rescheduled in the last hour
- Capture the original game details: teams, division, original date, time, and field
- Capture the new details if rescheduled: new date, new time, new field location
- Note which team contacts need to be notified for each affected game
Done when Every newly cancelled or rescheduled game since the last check is listed with full before-and-after details.
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2
Gmail - draft urgent reschedule notices for affected teams
gmail.com
WebRun opens Gmail to draft urgent reschedule notices for affected teams. - Draft an urgent, clear notice for each affected team contact with the original game details and the change
- For cancellations, include any rescheduling information if available, or note that a new date will follow
- Leave every notice as a draft for admin to review and send immediately
Done when One draft notice email exists in Gmail for each affected team contact.
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3
Slack - alert admin for immediate review and send
slack.com
WebRun opens Slack to alert admin for immediate review and send. - Post an urgent Slack alert listing each cancelled or rescheduled game and how many families need to be notified
- Prompt admin to review the Gmail drafts and send immediately
Done when Admin has an urgent Slack alert and draft notices are ready to send from Gmail.
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 send cancellation notices to families without my approval?
No. Every notice is drafted in Gmail and held for admin review. A Slack alert prompts you immediately so you can approve and send within minutes, not hours.
How quickly will admin know about a cancellation?
WebRun checks TeamSnap every hour, so within at most 60 minutes of a cancellation being recorded, your admin has a Slack alert and draft notices ready to approve and send.
What if the rescheduled date is not yet confirmed?
The draft notice will include the cancellation details and note that a new date will be communicated separately, so families are informed immediately even before a new time is set.
Related templates
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