SpotOn Reservation Confirmation Draft Automation
Whenever a reservation or waitlist entry is added in SpotOn, WebRun reads the guest name, party size, date, time, and any special notes, adds a placeholder to Google Calendar for the front-of-house team, and drafts a personalized SMS confirmation via Twilio for a staff member to review and send before the message reaches the guest.
How do I automatically send reservation confirmations from SpotOn to guests?
WebRun monitors SpotOn Reserve for new reservations and waitlist entries, creates a front-of-house placeholder in Google Calendar, and drafts a personalized guest SMS via Twilio for a staff member to review and send. No message reaches a guest without human review, so your team stays in control of every guest touchpoint.
- Every guest receives a personalized confirmation draft within minutes of booking
- Front-of-house calendar updated automatically so staff are never caught off guard
- Waitlist guests acknowledged immediately with a holding message, reducing no-shows
Built for restaurant front-of-house managers · hotel restaurants · event venue operators · fine dining 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
spoton.comin a real browser with your saved login - no setup, no API keys. -
1
SpotOn - detect new reservation or waitlist entry
spoton.com
WebRun opens SpotOn to detect new reservation or waitlist entry. - Open SpotOn Reserve and check for new reservations or waitlist entries added since the last run
- Capture guest name, phone number, party size, date, time, and any special requests or dietary notes
- Note whether the entry is a confirmed reservation or a waitlist hold
Done when All new reservation and waitlist details are captured from SpotOn.
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2
Google Calendar - add front-of-house placeholder for the booking
calendar.google.com
WebRun opens Google Calendar to add front-of-house placeholder for the booking. - Create a calendar event on the front-of-house Google Calendar for the reservation date and time
- Include guest name, party size, and any special notes in the event description
- Mark waitlist entries with a pending label so the team knows the table is not yet confirmed
Done when A calendar placeholder exists for every new reservation and waitlist entry.
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3
Twilio - draft personalized guest confirmation SMS for staff review
twilio.com
WebRun opens Twilio to draft personalized guest confirmation SMS for staff review. - Draft a personalized SMS confirmation for the guest: name, date, time, party size, and your address
- For waitlist entries, draft a holding message noting they are on the list and will hear back shortly
- Queue every draft for a staff member to review before sending. Do not send any guest SMS without review
Done when A Twilio SMS draft is queued per guest, pending staff review and send.
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 guests without a staff member approving first?
No. Every guest SMS is queued in Twilio as a draft. A staff member must review the message and hit send before any text is delivered to the guest.
Does it handle both reservations and the waitlist separately?
Yes. Confirmed reservations get a standard confirmation draft. Waitlist entries get a holding message acknowledging the waitlist and promising follow-up, so guests are never left without a response.
What happens when a waitlist guest gets a table?
When the SpotOn entry changes from waitlisted to confirmed, WebRun detects the update and queues a new SMS draft notifying the guest their table is ready, again held for staff to send.
Related templates
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