Automated Martial Arts Event Registration Reminders
Every Monday, WebRun opens Zen Planner, finds seminars and events in the next 30 days with open registration spots, identifies eligible students who have not yet registered, drafts a personalized invitation for each, and posts your team a Slack registration summary so every event fills up before the deadline.
How do I automatically promote martial arts seminars and events to eligible students?
Every Monday, WebRun checks Zen Planner for upcoming seminars and events with open spots, identifies eligible students who have not yet registered, and drafts a personalized invitation for each in Gmail. It posts your front-desk team a Slack fill-rate summary so every event gets a targeted promotion push with staff approval before any invitation sends.
- Events with open spots are promoted to eligible students every week without manual effort
- Events below 50% capacity are flagged for priority outreach
- Every invitation requires staff approval before a student receives it
Built for martial arts schools · dojos · BJJ academies · karate studios · taekwondo schools
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.zenplanner.comin a real browser with your saved login - no setup, no API keys. -
1
Zen Planner - find upcoming events with open spots
zenplanner.com
WebRun opens Zen Planner to find upcoming events with open spots. - Open Zen Planner and review the event calendar for the next 30 days
- Identify events and seminars with open registration spots
- For each event, pull the list of active members who match the eligibility criteria and have not yet registered
- Note each event's date, capacity, current registration count, and registration deadline
Done when Every upcoming event with open spots has a list of eligible unregistered students.
-
2
Gmail - draft event invitation emails
gmail.com
WebRun opens Gmail to draft event invitation emails. - Draft a personalized event invitation for each eligible student
- Include the event name, date, time, instructor or guest, description, and registration link
- Tailor the message to the student's belt level if the event is rank-specific
- Leave every draft unsent in Gmail for staff to review and send
Done when An invitation draft is in Gmail for every eligible unregistered student, for every open event.
-
3
Slack - deliver registration summary
slack.com
WebRun opens Slack to deliver registration summary. - Post a weekly event registration summary to the front-desk channel
- List each upcoming event with its current registration count, capacity, and deadline
- Flag events with fewer than 50% of spots filled for priority promotion
Done when The team has a weekly event fill-rate summary in Slack with events to prioritize.
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 event invitations to students without staff reviewing them?
No. Every invitation is drafted in Gmail and left unsent for staff to review and approve. Students only receive an invitation after a human decision.
How does it know which students are eligible for a given event?
It reads the event's eligibility criteria from Zen Planner, such as minimum belt rank or membership type, and only drafts invitations for students who meet those requirements.
What if a student registers between Monday runs?
Because drafts require staff review before sending, staff can confirm current registration status before approving each invitation. WebRun also reads live registration counts each Monday, so already-full events are excluded from the run.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.