Automated Run Club RSVP Headcount
Every morning, WebRun opens your run-club sign-up sheet in Google Sheets, tallies who has RSVP'd for the next event, cross-checks each name against Runit profiles to flag first-timers and loyal regulars, and emails the store staff a headcount so they prep pacers, water and giveaways.
How do I track run-club RSVPs and headcount each week?
WebRun reads your run-club RSVP sheet in Google Sheets every morning, tallies who is coming to the next run, and cross-checks each name against Runit profiles to flag first-timers and regulars. It then emails your staff a headcount by pace group with a prep suggestion, so they line up the right pacers, water and giveaways.
- Staff know the real headcount before every run
- First-timers get welcomed because they are flagged in advance
- Pacers, water and giveaways are prepped to the actual crowd
Built for running specialty stores · run club organisers · run shop event staff · community running groups
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
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - read the RSVP sheet
google.com
WebRun opens Google Sheets to read the RSVP sheet. - Open the run-club sign-up sheet in Google Sheets
- Tally confirmed RSVPs for the next scheduled run and note any pace groups chosen
- Deduplicate repeat entries and flag anyone who signed up but did not attend last time
Done when The next event has a clean RSVP tally with pace groups noted.
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2
Runit - match names to customer profiles
runit.com
WebRun opens Runit to match names to customer profiles. - Match each RSVP name against customer profiles in Runit
- Flag first-time attendees and loyal regulars so staff can greet them by name
- Note anyone with a pending special order to hand over at the run
Done when Each attendee is tagged as a regular, a first-timer or unknown.
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3
Gmail - email staff the headcount
gmail.com
WebRun opens Gmail to email staff the headcount. - Email the store staff a headcount broken down by pace group from your Gmail
- Call out first-timers to welcome and regulars with orders to hand off
- Suggest how many pacers, water bottles and giveaways to prep
Done when Staff have the run-club headcount and prep list in their inbox.
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
Does it message the run-club members directly?
No. The headcount email goes only to your own staff distribution list, never to club members. WebRun reads the RSVP sheet and Runit profiles but never emails or texts a member on its own.
How does it tell a first-timer from a regular?
It matches each RSVP name against customer profiles in Runit and tags anyone with no purchase history as a first-timer, so staff know who to welcome and orient at the run.
What if someone RSVPs twice or drops out?
It deduplicates repeat entries and flags anyone who signed up but skipped last time, so the headcount you get reflects who is realistically showing up.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.