Automated Linguist Assignment Acceptance Chaser
Every morning, WebRun opens Smartcat and XTRF, finds linguist assignments that have been pending acceptance for more than 12 hours, drafts a polite chaser email for each unresponsive freelancer in Gmail, and posts an acceptance status report to project managers in Slack.
How do I automatically chase linguists who have not accepted their translation assignments?
WebRun checks Smartcat and XTRF every morning for linguist assignments that have been pending acceptance for more than 12 hours, looks up each freelancer's contact details, and drafts a personalized chaser email in Gmail. It then posts an acceptance gap report to project managers in Slack, flagging any assignment at risk of missing its deadline.
- Unaccepted assignments surface every morning before they become a deadline risk
- Project managers get draft chasers ready to send in one click
- Accepted tasks are excluded automatically so no duplicate messages are drafted
Built for translation agencies · localization project managers · LSP vendor managers · language service providers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.smartcat.comin a real browser with your saved login - no setup, no API keys. -
1
Smartcat - find unaccepted linguist assignments
smartcat.com
WebRun opens Smartcat to find unaccepted linguist assignments. - Open Smartcat and navigate to active project assignments
- Filter to tasks in Pending Acceptance status assigned more than 12 hours ago
- Capture the linguist name, task type, project name, client, and deadline for each
Done when Every unaccepted assignment older than 12 hours is listed with linguist and project details.
-
2
XTRF - cross-check vendor contact details
xtrf.eu
WebRun opens XTRF to cross-check vendor contact details. - Open XTRF and look up the contact email for each unresponsive linguist
- Confirm the project deadline and whether an alternative vendor is available
- Note any linguist who has missed acceptance on multiple recent projects
Done when Each unresponsive linguist has a confirmed email address and their project deadline is recorded.
-
3
Gmail - draft chaser for each unresponsive linguist
gmail.com
WebRun opens Gmail to draft chaser for each unresponsive linguist. - Draft a short, professional chaser email for each linguist referencing their specific assignment and deadline
- Use a friendly tone that conveys urgency without being aggressive
- Save each email as a draft in Gmail - do not send
Done when A draft chaser email exists for every unresponsive linguist, ready for a project manager to review and send.
-
4
Slack - report acceptance gaps to project managers
slack.com
WebRun opens Slack to report acceptance gaps to project managers. - Post an acceptance gap report to the project-management channel
- List each unaccepted assignment with the linguist name, project, deadline, and draft email status
- Flag any assignment where the deadline is within 24 hours as urgent
Done when Project managers have a full acceptance gap report with urgent flags 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
Will it email the linguists automatically?
No. WebRun saves every chaser as a Gmail draft only. Your project manager reviews each one and decides whether to send, modify, or reassign the task instead.
How long does it wait before flagging an unaccepted assignment?
The default threshold is 12 hours after assignment. For urgent projects with tight deadlines you can lower this to 4 or 6 hours so chasers are drafted sooner.
What if the linguist accepted between runs?
It reads the live assignment status in Smartcat each morning. Any task already accepted is excluded automatically, so no duplicate chaser is drafted.
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