Automated Nutrition Client Intake Form Collection
When a new client appears in Healthie, WebRun drafts a welcome email with their intake questionnaire link, monitors for completion, sends a chase draft if the form is still outstanding 48 hours before the first session, and logs completion status to a Google Sheet.
How do I automatically collect intake forms from new nutrition clients?
WebRun monitors Healthie daily for new clients, drafts a personalised welcome email with their intake form link, and queues a polite chase in Gmail if the form is still outstanding 48 hours before their first session. Completion status is logged to Google Sheets so nothing slips through, and no message goes out without your approval.
- Every first session starts with a completed intake on file
- No manual chasing of outstanding forms before appointments
- New client completion status tracked in one place at all times
Built for registered dietitians · nutrition coaches · private nutrition practices · multi-practitioner nutrition clinics
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
secure.gethealthie.comin a real browser with your saved login - no setup, no API keys. -
1
Healthie - detect new client and intake status
gethealthie.com
WebRun opens Healthie to detect new client and intake status. - Open Healthie and check the Clients section for any new additions in the past 24 hours
- For each new client, confirm whether their intake form has been sent and completed
- Note clients with a first appointment in the next 72 hours whose form is still outstanding
Done when Every new client is identified with their intake form completion status and first appointment date.
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2
Gmail - draft welcome and chase messages
gmail.com
WebRun opens Gmail to draft welcome and chase messages. - Draft a warm welcome email for each new client including their personalised Healthie intake form link
- For clients whose form is outstanding with fewer than 48 hours until their appointment, draft a polite chase
- Save all messages as Gmail drafts, unsent, for your review before sending
Done when Welcome drafts and any required chase drafts are queued in Gmail for your approval.
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3
Google Sheets - log intake completion status
google.com
WebRun opens Google Sheets to log intake completion status. - Open the intake tracker Google Sheet
- Log each new client's name, first appointment date, form sent date, and completion status
- Update the status column for any client who has now completed their form
Done when The intake tracker sheet reflects the current completion status for every new client.
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 emails to new clients automatically?
No. Every welcome message and chase email is saved as a Gmail draft for you to review and send. No client receives anything until you approve it.
What if the client completes the form before the chase goes out?
WebRun checks the live completion status in Healthie on every run. If the form is already done, no chase draft is created and the sheet status is updated to complete.
Can I customise what the welcome email says?
Yes. Give WebRun your preferred welcome tone or a template message and it will use that voice every time, adapting each draft with the client's name and form link.
Related templates
Put this on autopilot.
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