Automated Sawyer Class Waitlist Alerts
Throughout the day, WebRun checks Sawyer for any class that just gained an open spot, finds the next family on that class's waitlist, drafts a time-sensitive enrollment offer in Gmail, and pings your front desk in Telegram so the offer goes out the same day.
How do I automatically fill an open class spot from my waitlist?
WebRun checks Sawyer every 30 minutes for class spots that just opened up, finds the next family on that class's waitlist, and drafts a time-sensitive enrollment offer in Gmail with a direct registration link. It also pings your front desk in Telegram, so open spots get offered the same day instead of sitting empty while no one notices the cancellation.
- Open spots get offered to the next family within 30 minutes
- Front desk reviews a ready-to-send offer instead of writing one from scratch
- No cancellation sits unnoticed while a waitlisted family keeps waiting
Built for STEM class front desk staff · robotics and coding studio owners · class registrars · youth program enrollment coordinators
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
www.hisawyer.comin a real browser with your saved login - no setup, no API keys. -
1
Sawyer - find newly opened spots and the next family in line
hisawyer.com
WebRun opens Sawyer to find newly opened spots and the next family in line. - Open Sawyer and compare current enrollment against capacity for every active class
- Identify any class with an open spot that was full on the last check, a cancellation or a withdrawal
- For each newly open spot, find the next family on that class's waitlist and their contact details
Done when Every newly opened spot is matched to the next eligible waitlisted family.
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2
Gmail - draft an enrollment offer for review
gmail.com
WebRun opens Gmail to draft an enrollment offer for review. - Draft a time-sensitive enrollment offer naming the class, the day and time, and a confirm-by deadline
- Include a direct Sawyer registration link so the family can enroll in one step
- Save the email as a Gmail draft for your front desk to review and send. Do not send automatically
Done when A reviewed draft offer sits in Gmail for every newly opened spot.
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3
Telegram - alert the front desk
telegram.org
WebRun opens Telegram to alert the front desk. - Send a Telegram message to the front desk naming the class, the spot, and the waitlisted family being offered
- Note that a Gmail draft is ready and waiting to be sent
Done when Your front desk knows about the open spot and has a draft offer ready to 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 enroll the waitlisted family automatically?
No. WebRun drafts the enrollment offer email and leaves it in Gmail for your front desk to send. The family still has to respond and complete registration themselves before a spot is held.
How fast does it catch an open spot?
It checks Sawyer every 30 minutes during business hours, so a cancellation is typically matched to the next waitlisted family and drafted within half an hour.
What if two spots open in the same class at once?
It works down the waitlist in order, drafting one offer per open spot to the next eligible family, so no one is skipped and no spot gets two competing offers.
Related templates
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