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Total Party Planner Automated Tasting Scheduling

Each time a tasting request comes in, WebRun opens Total Party Planner to read the event details, checks Google Calendar for open tasting slots that week, and drafts a Gmail email with three time options for you to review and send.

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Runs on WebRun · Strict Lockdown policy
Runs within minutes of each new tasting request WebRunorchestrates each step
1 Total Party Planner read the new tasting request
2 Google Calendar find open tasting slots
3 Gmail draft a scheduling email with time options
In short

How do I automatically schedule menu tastings for new catering requests?

WebRun reads every new menu tasting request in Total Party Planner, checks Google Calendar for open slots in the next 2 weeks, and drafts a Gmail email offering the prospect 3 real time options with their event details already filled in. You review and send it, so every tasting gets scheduled fast without a back and forth.

  • New tasting requests get a scheduling reply within minutes, not days
  • No double-booked tasting slots since the calendar is checked live
  • Every prospect gets real open times instead of a generic reply

Built for off-premise caterers · catering sales coordinators · event catering managers · wedding catering teams

Step by step

What does WebRun do on every run?

The exact actions WebRun takes, in order - in plain language, so you can adjust anything.

  1. WebRun signs in and gets to work

    Opens app.totalpartyplanner.com in a real browser with your saved login - no setup, no API keys.

  2. 1
    Total Party Planner - read the new tasting request
    totalpartyplanner.com
    WebRun in Total Party Planner: read the new tasting request
    WebRun opens Total Party Planner to read the new tasting request.
    • Open Total Party Planner and open the new tasting request
    • Capture the prospect's name, event date, guest count, and any cuisine preferences
    • Note which sales rep owns the account

    Done when The new tasting request's details are captured and ready to schedule.

  3. 2
    Google Calendar - find open tasting slots
    calendar.google.com
    WebRun in Google Calendar: find open tasting slots
    WebRun opens Google Calendar to find open tasting slots.
    • Open the shared tasting-room calendar
    • Find 3 open slots in the next 2 weeks that fit a tasting appointment
    • Avoid any slot that overlaps an existing event or prep block

    Done when 3 open tasting slots are ready to offer the prospect.

  4. 3
    Gmail - draft a scheduling email with time options
    gmail.com
    WebRun in Gmail: draft a scheduling email with time options
    WebRun opens Gmail to draft a scheduling email with time options.
    • Draft an email to the prospect offering the 3 open slots
    • Mention the event date and guest count so it reads personal, not generic
    • Save as a Gmail draft. Do not send without your review and approval

    Done when A ready-to-send scheduling email with 3 slot options exists in Gmail.

Run settings

How is each run configured?

Starting pageWhere Chrome opens at the start of each run
app.totalpartyplanner.com
ScheduleRuns automatically on this cadence
Runs within minutes of each new tasting request
DeliveryHow each run's result reaches you
Scheduling draft · Gmail
OutputWhat each run produces - A Gmail draft offering 3 open tasting slots, with the prospect's event details already filled in.
Text
Setup & safety

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.

Your credentials stay in your own private environment - WebRun never stores your passwords.
Strict Lockdown

Every action is checked against this policy before it runs.

Domains ALLOWLIST
Typed input ALLOW
Shell command BLOCK
File uploads BLOCK
Runs in a contained environment More on policies
Good to know

Questions, answered

Will it email the prospect without my approval?

No. The scheduling email is saved as a Gmail draft with the slot options filled in. It only reaches the prospect once you review it and click Send.

How does it pick which slots to offer?

It reads your shared Google Calendar and offers slots in the next 2 weeks that don't overlap an existing tasting, event, or prep block.

What if two requests come in for the same week?

Each request is checked against the calendar in real time, so a slot already offered to one prospect won't be offered again to another.

Keep going

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