Automated Tutoring Makeup Session Scheduling
Every morning, WebRun opens TutorBird, finds all sessions cancelled or missed in the past 48 hours, checks the tutor's open slots in Google Calendar, drafts a makeup offer email for each family with available times, and queues it for staff review before sending.
How do I automatically schedule makeup sessions after a cancellation or no-show?
Every morning WebRun opens TutorBird, finds all cancelled or missed sessions from the past 48 hours, checks the tutor's open slots in Google Calendar, and drafts a personalized makeup offer email in Gmail for each family. Every draft is held for staff review so no message goes out without approval.
- Every cancellation gets a same-day makeup offer with real available slots
- Families are less likely to disengage when rescheduling feels effortless
- Staff spend seconds reviewing a draft instead of researching availability manually
Built for tutoring centers · private tutors · learning centers · test prep studios
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.tutorbird.comin a real browser with your saved login - no setup, no API keys. -
1
TutorBird - find cancelled and no-show sessions
tutorbird.com
WebRun opens TutorBird to find cancelled and no-show sessions. - Open TutorBird and navigate to the session history or calendar view
- Filter for sessions with a cancelled or no-show status in the past 48 hours
- Capture the student name, parent contact, tutor name, subject, and original session time
Done when Every cancelled or missed session is listed with student and tutor details.
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2
Google Calendar - check tutor open slots
calendar.google.com
WebRun opens Google Calendar to check tutor open slots. - Open the assigned tutor's Google Calendar
- Identify open slots within the next 7 days that match the session length
- Capture the top two or three available times to include in the makeup offer
Done when Each cancelled session has a short list of real available makeup slots.
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3
Gmail - draft makeup offer emails for review
gmail.com
WebRun opens Gmail to draft makeup offer emails for review. - Draft a personalized makeup offer email to the parent or student
- Include the available tutor slots and a simple reply or booking link
- Save the email as a draft for staff to review before it is sent
Done when One draft makeup offer email exists in Gmail for every cancelled session.
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 makeup offers to families without staff approval?
No. Every makeup offer is saved as a Gmail draft and held for a staff member to review before any message reaches the family. Nothing sends automatically.
What if the student cancelled because they are leaving the center?
The draft appears in Gmail for staff review. A staff member can discard any draft where the cancellation was a permanent withdrawal rather than a scheduling conflict.
Does it actually book the makeup slot?
No. WebRun drafts the offer with available times so the family can choose. The confirmed booking is completed by staff in TutorBird once the family replies.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.