Automated Cinema Private Hire Enquiry Follow-Ups
Every morning, WebRun finds new private hire enquiries received in the past 24 hours, checks Vista for screen availability on the requested date, drafts a personalised response in Gmail with available sessions and a provisional hold note, logs every enquiry in Google Sheets, and leaves all emails unsent for the events coordinator to review and send.
How do I automatically follow up on cinema private hire enquiries with availability?
WebRun finds new private hire enquiries every morning, checks Vista for screen availability on the requested date, drafts a personalised reply in Gmail with available sessions and next steps, and logs each enquiry in Google Sheets. No email is sent or hold placed without the events coordinator's approval.
- Every private hire enquiry gets a personalised availability draft the morning it arrives
- Unavailable dates surfaced in the draft so the coordinator can offer alternatives
- Private hire tracker in Google Sheets with upcoming deadlines highlighted
Built for cinema events coordinators · private hire sales teams · multiplex venue managers · independent theater owners
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
vista.coin a real browser with your saved login - no setup, no API keys. -
1
Vista - check screen availability for the requested date
vista.co
WebRun opens Vista to check screen availability for the requested date. - Open Vista and check the Schedule section for the date and screen size requested in each enquiry
- Identify screens that are available or partially available for a private hire session
- Note the available time slots and minimum hire duration for each suitable screen
Done when Screen availability for each new private hire enquiry has been confirmed in Vista.
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2
Gmail - draft a personalised follow-up with available sessions
gmail.com
WebRun opens Gmail to draft a personalised follow-up with available sessions. - For each enquiry, create a Gmail draft addressed to the enquirer
- Include their name, requested date, available screens, time slots, and next steps to confirm a provisional hold
- Leave every draft unsent for the events coordinator to review and personalise before sending
Done when A personalised follow-up draft exists in Gmail for every new private hire enquiry.
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3
Google Sheets - log the enquiry in the private hire tracker
google.com
WebRun opens Google Sheets to log the enquiry in the private hire tracker. - Open the Private Hire Enquiry Tracker sheet
- Add a row for each enquiry: name, event date requested, screen availability, draft status, and follow-up deadline
- Highlight rows where the requested date is within the next 14 days
Done when Every new enquiry is logged in the tracker with availability and draft status.
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 enquirer or place a hold in Vista automatically?
No. Every email is left as a Gmail draft for the events coordinator to review and send. No provisional hold is placed in Vista without human action.
What if the requested date has no availability in Vista?
WebRun notes the unavailability in the draft and the Google Sheets row, and the coordinator can suggest alternative dates before sending the response.
Can it handle enquiries that come in via different channels?
Yes. You can configure WebRun to read enquiry submissions from your website form, an email inbox, or a Google Sheets intake form. The workflow consolidates all sources each morning.
Related templates
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