Automated Senior Living Tour Lead Follow-Up
Every morning, WebRun opens PointClickCare, finds tour leads from the previous day who have not yet received a follow-up, drafts a warm personal message for each prospect, and posts the draft queue to Slack for a staff member to review and approve before anything is sent.
How do I automatically follow up with senior living tour leads?
WebRun opens PointClickCare each morning, finds tour leads with no follow-up, and drafts a personalised Gmail message for each prospect using their name, unit preference, and tour notes. It then posts a Slack digest linking every draft so your admissions team can review and send with one click, and no message goes out without human approval.
- Every tour lead gets a personalised follow-up draft the next morning
- No message leaves without a staff member reviewing and approving it
- Admissions staff open Slack to a ready-to-send queue instead of hunting through the CRM
Built for senior living admissions teams · assisted living communities · memory care communities · independent living operators
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
pointclickcare.comin a real browser with your saved login - no setup, no API keys. -
1
PointClickCare - find uncontacted tour leads
pointclickcare.com
WebRun opens PointClickCare to find uncontacted tour leads. - Open PointClickCare and navigate to the Prospects section
- Filter for leads whose tour date was yesterday and whose follow-up status is blank
- Capture the prospect name, unit type of interest, tour notes, and contact email for each
Done when Every untouched tour lead from yesterday is listed with their contact details and tour notes.
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2
Gmail - draft follow-up messages
gmail.com
WebRun opens Gmail to draft follow-up messages. - Draft a warm, personalised follow-up for each prospect using their name and unit preference
- Reference any specific notes from the tour to make the message feel genuine
- Save each message as a Gmail draft, not sent, for staff review
Done when A personalised draft follow-up sits in Gmail for every lead, ready for review.
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3
Slack - queue drafts for staff review
slack.com
WebRun opens Slack to queue drafts for staff review. - Post a summary list of today's draft follow-ups to the admissions Slack channel
- Include each prospect's name, unit interest, and a link to the Gmail draft
- Flag any prospect who toured more than two days ago and still has no follow-up
Done when The admissions team has a complete Slack digest with links to every pending draft.
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 send emails to prospects without anyone reviewing them?
No. Every message is saved as a Gmail draft. Nothing is sent until a staff member opens the draft, reads it, and clicks Send themselves. WebRun only drafts, it never sends.
How does it personalise the message if tour notes are brief?
It uses whatever is captured in PointClickCare: the prospect's name, their unit-type preference, the tour date, and any staff notes. A short note still produces a warmer message than a generic template.
What if a prospect already received a follow-up from staff?
WebRun checks the follow-up status field in PointClickCare each run. Prospects already marked as contacted are skipped so no duplicate drafts are created.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.