Automated Eyewear Ready for Pickup Notices
Every morning, WebRun opens Eyefinity, finds optical orders whose status changed to ready since yesterday, drafts a personalized pickup notice for each patient via Weave, and posts your team a Slack summary to review and approve before any message is sent.
How do I automatically notify patients when their glasses or contacts are ready for pickup?
WebRun checks Eyefinity every morning for optical orders newly marked ready, then drafts a personalized pickup notice for each patient inside Weave. It posts a Slack digest so staff can review and approve every message before it reaches the patient, keeping your optical pickup communications timely and accurate.
- Patients are notified the same day their eyewear arrives, reducing phone tag
- No pickup message leaves the practice without staff approval
- Orders sitting uncollected for 14-plus days are flagged automatically
Built for optometry practices · optical dispensaries · eye care front desk · optical managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.eyefinity.comin a real browser with your saved login - no setup, no API keys. -
1
Eyefinity - find orders marked ready for pickup
eyefinity.com
WebRun opens Eyefinity to find orders marked ready for pickup. - Open Eyefinity Practice Management and navigate to the optical orders queue
- Filter for orders whose status changed to Ready or In-Office since the previous business day
- Capture the patient name, order type (frames, lenses, contacts), and any special notes for each
Done when All newly ready orders are listed with patient contact details and order summary.
-
2
Weave - draft pickup notice for each patient
getweave.com
WebRun opens Weave to draft pickup notice for each patient. - For each ready order, compose a friendly pickup notice via Weave two-way text or email
- Include the patient name, order type, and your office hours and address
- Leave every message as a draft or in the outbox queue. Do not send without staff approval
- Flag any order held more than 14 days as overdue for a follow-up prompt
Done when A draft pickup notice is staged in Weave for every newly ready order.
-
3
Slack - notify staff for review
slack.com
WebRun opens Slack to notify staff for review. - Post a Slack digest listing how many orders are ready and how many notices are staged
- Remind staff to log in to Weave and approve or send each draft
Done when Staff have a Slack alert with the ready-order count and instructions to approve.
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 patients automatically when their glasses are ready?
No. Every pickup notice is staged as a draft in Weave and held until a staff member reviews and approves. No message reaches a patient without human sign-off.
What if an order was already picked up?
WebRun reads the live order status in Eyefinity each morning, so orders already marked picked up are excluded from that day's draft run.
Can it handle both text and email notices?
Yes. Weave supports both SMS and email outreach. WebRun will draft the channel that matches each patient's preferred contact method on file.
Related templates
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