Automatic Preschool Waitlist Follow-ups
Every Monday, WebRun opens Teaching Strategies GOLD to count each classroom's current roster against its capacity by age group, checks your Google Sheets waitlist for the next family in line for any open seat, and drafts a seat offer email in Gmail for the director to review and send.
How do I fill an open preschool seat from my waitlist without missing anyone?
WebRun checks each classroom's roster in Teaching Strategies GOLD every Monday for open seats by age group, finds the next family in line on your Google Sheets waitlist, and drafts a seat offer email in Gmail with a start date and response deadline. Every offer waits for the director to review and send, so no seat goes out without approval.
- Open seats get offered the same week instead of sitting empty for a billing cycle
- The waitlist order you already keep is respected automatically, no manual cross checking
- No offer goes out to a family without the director reviewing it first
Built for preschool directors · enrollment coordinators · early learning centers · child care administrators
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
mygold.teachingstrategies.comin a real browser with your saved login - no setup, no API keys. -
1
Teaching Strategies GOLD - check each classroom's open seats
teachingstrategies.com
WebRun opens Teaching Strategies GOLD to check each classroom's open seats. - Open Teaching Strategies GOLD and count each classroom's current roster by age group
- Compare the roster to that classroom's licensed capacity
- List any classroom with an open seat
Done when Every classroom's open seat count for the week is confirmed.
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2
Google Sheets - find the next family in line
google.com
WebRun opens Google Sheets to find the next family in line. - Open the waitlist tracker and find the next family in line for each age group with an open seat
- Skip any family already marked as offered or declined
Done when The next eligible family is identified for every open seat.
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3
Gmail - draft the seat offer
gmail.com
WebRun opens Gmail to draft the seat offer. - Draft a seat offer email to that family with the classroom, start date, and a response deadline
- Leave the offer in Drafts. Never send an enrollment offer without director review
Done when A draft offer email is waiting in Gmail for every open seat, none sent yet.
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 offer a seat without the director's approval?
No. Every offer is left as a draft in Gmail for the director to review and send. WebRun never emails a waitlisted family on its own.
How does it decide which family is next?
It reads your existing Google Sheets waitlist in the order you already keep it, matched to the age group of the open seat, so your own waitlist order is respected.
What if a seat fills before the offer goes out?
It reads the live roster in Teaching Strategies GOLD every Monday, so a seat that already filled is skipped on the next run.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.