Follow up on pending group tour quotes before they go cold
Every Monday, WebRun opens Blackbaud Altru, finds group tour quotes that have been open for more than five days without a response, drafts a polite follow-up email in Gmail for each unresponsive lead, and sends a summary to the group sales team via Telegram.
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How do I automatically follow up on pending group tour bookings at a museum?
Every Monday, WebRun opens Blackbaud Altru, finds group tour quotes that have been open for more than five days without activity, drafts a polite personalised follow-up email in Gmail for each one, and posts a summary to the group sales team in Telegram. Staff review and approve every draft before any email reaches a contact.
- No group tour quote sits uncontacted for more than a week
- Staff have polished follow-up drafts ready to send each Monday without writing them from scratch
- The Telegram summary gives the team a single view of all stale quotes and their age
Built for museum group sales coordinators · cultural attraction visitor experience teams · education program staff · group tour 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
app.blackbaud.comin a real browser with your saved login - no setup, no API keys. -
1
Blackbaud Altru - find stale group tour quotes
blackbaud.com How to Automate Blackbaud Altru
WebRun opens Blackbaud Altru to find stale group tour quotes. - Open Altru and navigate to Group Sales
- Filter to Group Sale records in Prospect or Quote status created more than 5 days ago
- Capture the organization name, contact person, group size, proposed visit date, and last activity date
- Skip any record that had an outbound note or communication logged in the past 5 days
Done when Every stale group tour quote is listed with its contact details and how many days it has been open.
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2
Gmail - draft follow-up emails
gmail.com How to Automate Gmail
WebRun opens Gmail to draft follow-up emails. - Draft a polite, concise follow-up email for each stale quote using the contact's name and organization
- Reference the proposed visit date and group size so the contact knows which inquiry this relates to
- Offer to answer any questions or adjust the quote to fit their needs
- Save each email as a Gmail draft only and do not send it without a team member reviewing it first
- Never send follow-up emails to group contacts automatically without staff approval
Done when A personalised follow-up email draft is saved in Gmail for every stale group tour quote.
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3
Telegram - alert the group sales team
telegram.org How to Automate Telegram
WebRun opens Telegram to alert the group sales team. - Post a brief summary to the group sales Telegram channel listing each stale quote: organization, visit date, and days open
- Prompt the team to review the Gmail drafts and decide which to send this week
Done when The group sales team has a Telegram summary of stale quotes and a prompt to review the follow-up drafts.
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 follow-up emails to group contacts without team approval?
No. Every follow-up is saved as a Gmail draft only. Your group sales team reviews each draft and decides which ones to send. Nothing reaches a contact without explicit human sign-off.
What if a contact already responded but the response is in a different inbox?
WebRun checks the last activity date on the Altru Group Sale record. If your team logs the contact's response as an activity note in Altru, that record will be excluded from the next run automatically.
How many follow-up attempts will it make before marking a lead as dead?
WebRun does not close leads on its own. It flags stale quotes each week so your team can decide whether to follow up again or close the record in Altru. The decision stays with a human.
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