Automated Massage Intake Form Collection
Every morning, WebRun opens Jane, finds new client appointments scheduled within the next 48 hours that have incomplete intake or health forms, drafts a polite form-completion reminder in Gmail for each client, and alerts your team in Slack so nothing slips through before the visit.
How do I automatically collect intake forms from new massage clients before their appointment?
WebRun opens Jane every morning, finds new client appointments within the next 48 hours that are missing intake or health forms, and drafts a polite completion reminder in Gmail for each client. It alerts your team in Slack so urgent cases get immediate attention. Every draft waits for your approval before reaching the client.
- Therapists arrive prepared with complete health information for every new client
- Incomplete intake forms are caught 48 hours before the appointment, not at the door
- No client health data is sent externally without your explicit approval
Built for massage therapy clinics · wellness practitioners · spa owners · holistic health clinics
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
jane.app/loginin a real browser with your saved login - no setup, no API keys. -
1
Jane - find upcoming new client appointments with missing forms
jane.app
WebRun opens Jane to find upcoming new client appointments with missing forms. - Open Jane and navigate to the upcoming appointments list
- Filter for new client appointments scheduled within the next 48 hours
- Check each client's profile for a completed intake and health form
- Capture the client name, email, appointment time, and therapist for any with missing forms
Done when Every new client appointment with an incomplete intake form is identified.
-
2
Gmail - draft polite form-completion reminders
gmail.com
WebRun opens Gmail to draft polite form-completion reminders. - Draft a polite, friendly reminder for each client asking them to complete their intake form
- Include the direct link to the form from Jane
- Leave all drafts unsent in Gmail for your review before sending
Done when A Gmail draft is queued for every client with an incomplete intake form.
-
3
Slack - alert the team to incomplete intake records
slack.com
WebRun opens Slack to alert the team to incomplete intake records. - Post a Slack alert listing each appointment with an outstanding form, the client name, and the appointment time
- Flag any appointment within 24 hours as urgent so the team can follow up directly if needed
Done when Your team has a complete list of outstanding intake forms in Slack.
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 reminders to clients without my approval?
No. Every reminder is drafted in Gmail and held unsent until you review and approve it. Client health information is never shared externally without your sign-off.
How does it know whether a form is complete?
It reads each client's profile in Jane and checks for a submitted intake or health form. If the form is missing or incomplete, the client is flagged.
What if the client completes the form after the reminder is drafted?
The next morning's run re-checks Jane, so clients who have since submitted their form are removed from the list and no duplicate reminder is drafted.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.