Total Party Planner Automated Headcount Reminders
Every morning, WebRun opens Total Party Planner, finds events within 3 days that still need a final headcount, drafts a confirmation text to each client in Twilio, and posts your team a Slack list of who has confirmed and who still needs a nudge.
How do I automatically confirm final headcounts before a catering event?
WebRun checks Total Party Planner every morning for events in the next 3 days with an unconfirmed final headcount. It drafts a confirmation text for each client in Twilio and posts your team a Slack list of who has confirmed and who's still pending, so kitchen prep and staffing always run on a real number, not a guess.
- Kitchen prep gets a confirmed headcount at least 3 days before every event
- No event runs on a guessed guest count
- Confirmed clients are skipped automatically from live status each morning
Built for off-premise caterers · catering event managers · banquet operations teams · catering sales coordinators
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.totalpartyplanner.comin a real browser with your saved login - no setup, no API keys. -
1
Total Party Planner - find events needing a final headcount
totalpartyplanner.com
WebRun opens Total Party Planner to find events needing a final headcount. - Open Total Party Planner and filter upcoming events to the next 3 days
- Capture the guaranteed headcount on file for each event
- Flag any event whose headcount hasn't been confirmed since the contract was signed
Done when Every event in the next 3 days is listed with its headcount status.
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2
Twilio - draft a confirmation text for each client
twilio.com
WebRun opens Twilio to draft a confirmation text for each client. - Draft a short text asking the client to confirm or update their final headcount
- Reference the event date and the headcount currently on file
- Save the message as a queued draft. Do not send without your review and approval
Done when A ready-to-send draft confirmation text exists for every event with an unconfirmed headcount.
-
3
Slack - report who has confirmed and who hasn't
slack.com
WebRun opens Slack to report who has confirmed and who hasn't. - Post a Slack list of every event in the next 3 days with its confirmed or pending status
- Flag the soonest events first so kitchen prep gets an accurate count in time
Done when Your team has today's headcount status list 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 text clients without my approval?
No. Every confirmation text is saved as a queued draft. Nothing reaches a client's phone until you review it and send it yourself.
How soon before the event does it start chasing a headcount?
It checks events 3 days out by default, so kitchen prep and staffing get a firm number with enough lead time. You can tighten or widen that window when you set it up.
What if the client already confirmed by phone or email?
It reads the live headcount status in Total Party Planner each morning, so any event already confirmed is skipped automatically.
Related templates
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