Automated Special Order Pickup Drafts
Every morning, WebRun opens Common Ground, checks your open special orders against what was received into stock, and for each title that has arrived it drafts a warm pickup message, an email in Gmail or a text in Twilio depending on the customer's preference, and leaves it ready for you to review and send.
How do I notify customers when their special order record arrives?
WebRun turns arrived special orders into ready-to-send pickup messages. Each morning it matches today's received stock to your open special orders in Common Ground, then drafts a personal pickup note, an email in Gmail or a text in Twilio by preference, and leaves it for a person to review and send.
- Customers are told their record is in the day it arrives
- Each message matches the customer's email or text preference
- Every customer message waits for a person to approve it
Built for record store owners · counter staff · special order desks · independent record shops
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
admin.common-ground.ioin a real browser with your saved login - no setup, no API keys. -
1
Common Ground - match arrivals to special orders
common-ground.io
WebRun matches today's arrivals to waiting special orders. - Open Common Ground and read the list of open special orders with the customer and title
- Check today's received stock and match any receipt to a waiting special order
- Capture the customer name, contact detail, title, and price for each arrived order
- Mark orders still not received so they carry over to tomorrow
Done when Every special order that arrived today is matched to its waiting customer.
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2
Gmail - draft the pickup email
gmail.com
WebRun drafts a pickup email and leaves it unsent for review. - For customers who prefer email, draft a friendly pickup note naming the title and price
- Include your pickup hours and how long you will hold the copy
- Leave every email as a draft for a person to review and send, never sent automatically
Done when A pickup email is drafted and left unsent for each email customer.
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3
Twilio - draft the pickup text
twilio.com
WebRun drafts a pickup text and queues it for approval. - For customers who prefer text, draft a short SMS saying their record is in and ready
- Keep it friendly and include how long the hold lasts
- Queue each text for a person to approve. WebRun does not send any message on its own
Done when A pickup text is drafted and queued for approval for each text customer.
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 message customers without me checking first?
No. WebRun drafts the email or text but leaves it unsent for a person to review and send. Every customer message is approved by a human, so nothing goes out on its own.
How does it choose email or text?
It uses the contact preference on each special order in Common Ground. Email customers get a Gmail draft and text customers get a Twilio draft, so people hear from you the way they asked to.
What if the order has not arrived yet?
It only drafts a message once the title is received into stock in Common Ground. Orders still on the way carry over and are checked again the next morning, so no one is told too early.
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