Automated ShiftWizard Self-Schedule Window Alerts
The moment your self-scheduling window opens in ShiftWizard, WebRun posts an announcement to Slack naming the open dates and the submission deadline, then checks back as the deadline nears and drafts a reminder email through Gmail for any nurse who has not yet submitted preferences, ready for the staffing office to send.
How do I announce and track the nurse self-scheduling window automatically?
The moment the self-scheduling window opens in ShiftWizard, WebRun posts an announcement to Slack naming the open dates and deadline. As the deadline nears, it drafts a personal reminder email through Gmail for every nurse who has not yet submitted preferences, ready for the staffing office to send, so late submissions drop before the window closes.
- Every nurse sees the window and deadline the moment it opens, not partway through
- Late submitters get a personal drafted reminder instead of a mass blast
- The staffing office knows the live submission count without checking ShiftWizard
Built for staffing office coordinators · nurse schedulers · unit managers · nurse 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
www.healthstream.comin a real browser with your saved login - no setup, no API keys. -
1
ShiftWizard - detect the window opening and track submissions
healthstream.com
WebRun opens ShiftWizard to detect the window opening and track submissions. - Open ShiftWizard and confirm the self-scheduling window has opened for the upcoming period
- Note the submission deadline and which units are included
- As the deadline nears, list every nurse who has not yet submitted their preferences
Done when The window's open dates, deadline, and current submission status per nurse are confirmed.
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2
Slack - announce the window and deadline
slack.com
WebRun opens Slack to announce the window and deadline. - Post the window-open announcement to the unit Slack channel with the open dates and deadline
- Repeat a shorter reminder partway through the window
- Note in the channel how many nurses have submitted so far
Done when The unit has a Slack announcement with the deadline and a running submission count.
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3
Gmail - draft reminders for late submitters
gmail.com
WebRun opens Gmail to draft reminders for late submitters. - As the deadline approaches, draft a personal reminder email for each nurse who has not yet submitted preferences
- Name the deadline and what happens by default if they do not submit, per your facility's policy
- Leave every draft in Gmail for the staffing office to review and send
Done when A draft reminder email is ready for every late submitter, none sent automatically.
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 nurses who have not submitted without approval?
No. Every reminder is drafted in Gmail and held for the staffing office to review and send. WebRun never emails a nurse directly on its own.
How does it know who still needs to submit?
It reads live submission status from ShiftWizard on every check, so the list of who still needs to submit preferences stays current right up to the deadline.
What happens after the deadline passes?
WebRun stops sending reminders and simply reports the final submission count to Slack. What happens to nurses who missed the deadline follows your facility's own default-assignment policy, applied by the scheduler.
Related templates
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