Automated Sawyer Equipment Checkout Logs
Every night, WebRun reads that day's Google Form equipment checkout submissions, matches each checkout to the instructor and class in Sawyer that needed it, tracks the expected return date, and posts a Slack alert listing any 3D printer, laptop cart, or tool kit that is now overdue.
How do I track shared classroom equipment checkouts and catch overdue returns?
WebRun reads every equipment checkout Google Form submitted each day, matches it to the class in Sawyer that needed it, and updates a running loan log with expected return dates. Each night it posts a Slack alert listing any 3D printer, laptop cart, or tool kit now overdue, sorted by how many days late, so shared equipment does not quietly go missing between classes.
- Overdue equipment gets flagged the same night it passes its return date
- The loan log stays current without anyone reconciling a spreadsheet by hand
- Every checkout is matched back to a real scheduled class
Built for STEM studio owners · robotics lab coordinators · makerspace and equipment managers
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
Google Forms - read today's checkout submissions
google.com
WebRun opens Google Forms to read today's checkout submissions. - Read every equipment checkout form submitted today, capturing the instructor, the item, and the class it is for
- Note the expected return date the instructor entered on the form
Done when Every checkout submitted today is captured with its item, instructor, and expected return date.
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2
Sawyer - match each checkout to its class and due date
hisawyer.com
WebRun opens Sawyer to match each checkout to its class and due date. - Match each checkout to the class session in Sawyer to confirm the equipment request lines up with a real scheduled class
- Update the running loan log with today's new checkouts and any items returned
- Compare every open loan's expected return date against today's date
Done when The loan log reflects every open checkout matched to a real class, with return dates checked.
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3
Slack - flag equipment now overdue
slack.com
WebRun opens Slack to flag equipment now overdue. - Post a list of any equipment now past its expected return date, naming the item, the instructor, and how many days overdue
- Sort the list with the longest overdue items first
Done when Your team has today's overdue equipment list in Slack.
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
Do instructors need to change how they check out equipment?
No. They keep filling out the same Google Form when they take or return a shared item. WebRun reads those submissions each night and does the matching and tracking for you.
Will it charge an instructor for lost equipment?
No. It only reports what is overdue and by how long. Any decision about a lost or damaged item is handled by your team, not by this workflow.
What if an item is returned but the instructor forgets to log it?
It will keep showing as overdue in the Slack alert until a return is logged on the form, so a missed log entry surfaces instead of the item quietly staying unaccounted for.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.