Automated Surf Instructor Staffing
Every evening, WebRun opens WaveRez, reads tomorrow's booked lessons and headcounts, calculates the instructors each session needs to hold your student-to-instructor ratio, drafts assignments on a shared Google Calendar, and posts your team a Slack summary flagging any session that is short-staffed.
How do I staff surf lessons automatically within student-to-instructor ratios?
Every evening, WebRun reads tomorrow's WaveRez lessons and headcounts, then works out how many instructors each session needs to hold your student-to-instructor ratio. It drafts tentative assignments on a shared Google Calendar and posts a Slack summary flagging any short-staffed session, so a manager can fix gaps before the day starts.
- Every session is staffed to stay inside your safety ratio
- Under-staffed sessions are flagged the night before, not on the sand
- Managers confirm a ready plan instead of building the roster from scratch
Built for surf schools · surf instructors · watersport operators · surf camps
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
app.waverez.comin a real browser with your saved login - no setup, no API keys. -
1
WaveRez - read lessons and headcounts
waverez.com
WebRun opens WaveRez to read lessons and headcounts. - Open WaveRez and list tomorrow's lessons with start times and booked headcounts
- For each session, divide the student count by your maximum ratio to get instructors needed
- Note lesson type, since private and group sessions may carry different ratios
- Capture which instructors are already blocked out or on time off
Done when Each session has a required instructor count based on its headcount and ratio.
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2
Google Calendar - draft the staffing plan
calendar.google.com
WebRun opens Google Calendar to draft the staffing plan. - Open the shared staffing Google Calendar for tomorrow
- Draft a calendar event per session assigning enough instructors to meet the ratio
- Balance the load so no single instructor is double-booked across overlapping sessions
- Leave events as tentative for a manager to confirm
Done when A tentative staffing event is drafted for every session that needs coverage.
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3
Slack - flag ratio gaps
slack.com
WebRun opens Slack to flag ratio gaps. - Post tomorrow's staffing summary to your team Slack channel
- Flag any session where there are not enough available instructors for the ratio
- List which instructors are assigned where so people can plan their day
Done when The team has tomorrow's staffing plan and any ratio gaps flagged 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
Does it lock in the schedule on its own?
No. WebRun drafts the assignments as tentative Google Calendar events and posts a summary to Slack. A manager reviews and confirms the plan, so nothing is finalized without a human.
How does it keep sessions inside the ratio?
It divides each session's booked headcount in WaveRez by your maximum student-to-instructor ratio to get the instructors needed, then assigns that many, flagging any session it cannot fully staff.
Can it use different ratios for different lessons?
Yes. It reads the lesson type in WaveRez, so a private beginner lesson and a large group session can each apply the ratio you set for that kind of session.
Related templates
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