Automated Missed-Session Rebooking Texts
Every morning, WebRun opens RightEye to find athletes who missed or cancelled a session, checks Google Calendar for the next open slots with their trainer, and drafts a warm rebooking text in Twilio for each, held unsent so your front desk can approve before any message is sent.
How do I automatically draft texts to rebook athletes who missed a session?
WebRun recovers missed sessions before athletes drift away. Each morning it finds no-shows and cancellations in RightEye, pulls real open slots from Google Calendar, and drafts a warm rebooking text in Twilio for each athlete, held unsent so your front desk approves every message and no text is sent without a human.
- Missed-session athletes get a rebooking nudge the next morning
- Texts offer real open slots, so athletes reply to options that exist
- No rebooking text is sent without front-desk approval
Built for sports vision clinics · front-desk staff · performance centers · vision training practices
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
righteye.comin a real browser with your saved login - no setup, no API keys. -
1
RightEye - find missed sessions
righteye.com
WebRun opens RightEye to find missed sessions. - Open RightEye and find sessions marked missed, cancelled, or no-show since yesterday
- Capture each athlete's name, sport, and assigned trainer
- Note how many sessions remain on their package so none are lost
- Skip athletes who already rebooked on their own
Done when Every athlete who missed a session is identified with their trainer and remaining sessions.
-
2
Google Calendar - find open rebooking slots
calendar.google.com
WebRun opens Google Calendar to find open rebooking slots. - Open Google Calendar and check the assigned trainer's availability
- Find the next two or three open slots that fit the athlete
- Note the slot times so the text can offer concrete options
- Avoid slots that clash with existing bookings
Done when A few real open rebooking slots are found for each missed-session athlete.
-
3
Twilio - draft the rebooking texts
twilio.com
WebRun opens Twilio to draft the rebooking texts. - Draft a short, friendly rebooking text for each athlete or parent on file
- Offer the concrete open slots and invite them to reply to confirm
- Keep the tone warm and note their sessions remaining so nothing is lost
- Save each message as an unsent Twilio draft. Do not text athletes automatically
Done when An unsent Twilio rebooking text is drafted for every missed-session athlete.
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 athletes without me?
No. Every rebooking text is saved as an unsent Twilio draft for your front desk to review and send. Athletes are only texted once a human approves the message, so nothing goes out on its own.
How does it know which times to offer?
WebRun checks the assigned trainer's Google Calendar for real open slots and offers a few concrete times in the draft, so athletes reply to options that are actually available rather than a vague ask.
What about athletes who already rebooked?
WebRun skips anyone who already rebooked on their own, reading the live schedule in RightEye each morning so no athlete gets a redundant rebooking text.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.