Automated Tour Weather Cancellation Notices
Every morning, WebRun checks Peek Pro for tours flagged as cancelled or at-risk due to weather, drafts a cancellation notice for each affected guest with alternative dates and a rebook link, logs the impacted bookings to a Google Sheet, and queues every draft in Gmail for operator review before sending.
How do I automatically notify guests and offer rebooking when a tour is cancelled for weather?
When tours are cancelled for weather, WebRun reads affected bookings in Peek Pro, drafts a personalised cancellation notice for every guest with two or three alternative dates and a rebook link, logs all impacted bookings to Google Sheets, and queues each draft in Gmail for operator review before anything is sent.
- Guests receive a rebook offer within hours of a cancellation, before they ask for a refund
- Every impacted booking is logged with rebook status for easy follow-up
- Operators send a professional, empathetic notice without writing each one from scratch
Built for outdoor tour operators · activity companies · water sports guides · adventure tourism businesses
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.peekpro.comin a real browser with your saved login - no setup, no API keys. -
1
Peek Pro - find cancelled or at-risk tours
peekpro.com
WebRun opens Peek Pro to find cancelled or at-risk tours. - Open Peek Pro and check today's and tomorrow's tours for any marked cancelled or flagged for weather holds
- For each cancelled tour, capture the guest list with names, emails, booking amounts, and original tour dates
- Note any available alternative dates with open capacity on the same tour type
Done when All affected bookings are identified with guest contact details and alternative date options.
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2
Google Sheets - log impacted bookings
google.com
WebRun opens Google Sheets to log impacted bookings. - Open the weather-cancellation tracking sheet
- Log each impacted booking with guest name, tour, original date, amount paid, and rebook status
- Mark each row as Pending outreach
Done when Every cancelled booking is logged in the tracker with Pending status.
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3
Gmail - draft cancellation and rebook notices
gmail.com
WebRun opens Gmail to draft cancellation and rebook notices. - Draft a cancellation notice for each guest explaining the weather situation
- Include two or three alternative tour dates with open spots and a direct rebook link from Peek Pro
- Mention the refund policy and a contact number for guests who cannot rebook
- Leave all drafts unsent in Gmail for operator review before sending
Done when One unsent draft per affected guest is ready in Gmail, each with a personalised rebook offer.
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 send cancellation notices to guests on its own?
No. Every cancellation notice is drafted and held in Gmail for your review. You send the batch once you have confirmed the cancellation decision, so guests are never notified before you are ready.
How does it know which dates have open capacity to offer as alternatives?
It reads available capacity from Peek Pro for the same tour type and surfaces dates with open spots. You can adjust the suggestions before approving the drafts.
Can it handle partial cancellations where only some time slots are affected?
Yes. It processes each cancelled booking individually, so if only the morning slot is cancelled, only those guests receive a rebook draft while the afternoon slot guests are left untouched.
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