Automated Reassessment Reminder Drafts
Every morning, WebRun opens RightEye to find athletes whose last EyeQ assessment is older than your reassessment interval, logs the due list to Google Sheets, and drafts a friendly come-back reminder in Gmail for each one, held unsent for your team to review and send.
How do I automatically remind athletes to book a sports vision reassessment?
WebRun keeps athletes coming back for reassessment. Each morning it checks RightEye for athletes whose last Sports Vision EyeQ is past your interval, ranks them in Google Sheets, and drafts a friendly reminder in Gmail for each, held unsent so your team reviews and sends every message and no athlete is contacted without approval.
- Overdue athletes surface every morning instead of slipping through the cracks
- Reminder emails are drafted and ready, but never sent without review
- The due list is ranked so the most overdue athletes are contacted first
Built for sports vision clinics · vision training centers · optometry practices · performance programs
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
righteye.comin a real browser with your saved login - no setup, no API keys. -
1
RightEye - find athletes due for reassessment
righteye.com
WebRun opens RightEye to find athletes due for reassessment. - Open RightEye and list athletes with a completed Sports Vision EyeQ assessment on file
- Find those whose last assessment date is older than your reassessment interval
- Skip anyone with a reassessment already booked or completed recently
- Capture each athlete's name, sport, and months since their last assessment
Done when Every athlete due for a repeat EyeQ assessment is identified.
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2
Google Sheets - track the due list
google.com
WebRun opens Google Sheets to track the due list. - Open the reassessment tracking sheet in Google Sheets
- Add or update a row per due athlete with last-assessment date and months overdue
- Sort the list so the most overdue athletes sit at the top
- Mark each athlete's reminder status so nobody is contacted twice
Done when The tracking sheet shows every due athlete ranked by how overdue they are.
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3
Gmail - draft the reminder emails
gmail.com
WebRun opens Gmail to draft the reminder emails. - Draft a warm, brief reminder email for each due athlete or parent on file
- Note how long it has been and invite them to book a reassessment
- Personalize with the athlete's first name and sport
- Save each email as an unsent Gmail draft. Do not send reminders to athletes automatically
Done when A Gmail draft reminder is saved and unsent for every due 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 email athletes reminders automatically?
No. Every reminder is saved as an unsent Gmail draft for your team to review and send. Athletes are only contacted once a human approves the message, so nothing goes out on its own.
How does it decide who is due?
WebRun compares each athlete's last Sports Vision EyeQ date in RightEye to the reassessment interval you set, and skips anyone with a reassessment already booked or recently completed.
Could an athlete get reminded twice?
No. WebRun marks each athlete's reminder status in the Google Sheet each run, so anyone already reminded or booked is left off the next batch of drafts.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.