Automated New Tutoring Student Onboarding
When a new student is created in Teachworks, WebRun drafts a personalized welcome email for the family with next steps, logs a new onboarding row to the internal tracker, and notifies the assigned tutor in Slack so they can prepare for the first session.
How do I automatically onboard new tutoring students with a welcome email and tutor alert?
When a new student is added to Teachworks, WebRun drafts a personalized welcome email in Gmail for the parent and pings the assigned tutor in Slack with the student's details and first session date. Every welcome email is held for staff review before it is sent, so every new family gets a warm, accurate first impression.
- New families get a warm, accurate welcome within hours of enrolling instead of days
- Tutors are briefed on new students before the first session, not during it
- Incomplete records are flagged immediately so nothing slips through intake
Built for tutoring centers · learning centers · private tutoring businesses · academic enrichment programs
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.teachworks.comin a real browser with your saved login - no setup, no API keys. -
1
Teachworks - detect new student record
teachworks.com
WebRun opens Teachworks to detect new student record. - Open Teachworks and check for any new student records created since the last run
- Capture the student name, parent contact, subject, grade level, assigned tutor, and first session date
- Flag any records missing a tutor assignment or first session date for staff to complete
Done when Every new student has their details captured and any missing information flagged.
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2
Gmail - draft personalized welcome email
gmail.com
WebRun opens Gmail to draft personalized welcome email. - Draft a warm welcome email to the parent, addressing them and the student by name
- Include the first session date and time, the tutor's name, any preparation instructions, and login details for any parent portal
- Save the email as a draft for staff to review and send before the first session
Done when One draft welcome email exists in Gmail for every new student.
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3
Slack - alert assigned tutor to prepare
slack.com
WebRun opens Slack to alert assigned tutor to prepare. - Post an alert to the assigned tutor's Slack DM or a new-student channel
- Include the student name, subject, grade level, first session date, and any notes from the intake form
- Prompt the tutor to confirm they have reviewed the student profile in Teachworks
Done when The assigned tutor has been notified in Slack with the new student's details.
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 new family automatically without a staff member reviewing first?
No. The welcome email is saved as a Gmail draft for staff to review and send. No family receives a message until a person approves it.
What if the new student record is incomplete, for example with no tutor assigned yet?
WebRun flags the incomplete record in the Slack alert so staff can fill in the missing details before the draft is sent or the session is scheduled.
Does it create the first session in Teachworks?
No. WebRun reads the student record and drafts communications. Scheduling the first session is completed by staff in Teachworks after the enrollment is confirmed.
Related templates
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