Automated Trial to Enrollment Follow-Up for Tutoring
Every morning, WebRun opens Teachworks, finds all trial sessions completed in the past 24 hours, drafts a warm, personalized enrollment follow-up email for each family with a clear next step, and notifies the relevant staff member in Slack so they are ready if the family calls.
How do I automatically follow up with trial students to convert them to enrolled families?
Within 24 hours of a completed trial session, WebRun opens Teachworks, reads the tutor's session notes, and drafts a warm enrollment follow-up email in Gmail for each family. It also pings the responsible staff member in Slack so they can review, personalize, and send the draft the same day.
- Every trial family gets a personalized follow-up within one business day
- Staff are briefed on session notes before they call or email, making the conversation warmer
- No trial family slips through the cracks due to a busy morning
Built for tutoring centers · learning centers · private tutoring practices · academic coaching 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.teachworks.comin a real browser with your saved login - no setup, no API keys. -
1
Teachworks - find completed trial sessions
teachworks.com
WebRun opens Teachworks to find completed trial sessions. - Open Teachworks and navigate to the session or student records
- Filter for sessions tagged as trial or introductory that were completed in the past 24 hours
- Capture the student name, parent contact, tutor name, subject, and any session notes left by the tutor
Done when Every completed trial session has its details and tutor notes captured.
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2
Gmail - draft enrollment follow-up emails
gmail.com
WebRun opens Gmail to draft enrollment follow-up emails. - Draft a warm follow-up email addressing the parent by name and referencing what was covered
- Include the recommended next step such as a program option, pricing, or booking link
- Save the email as a draft for staff to personalize and send, never auto-send to a family
Done when One draft follow-up email exists in Gmail for every completed trial session.
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3
Slack - alert staff to follow up by phone
slack.com
WebRun opens Slack to alert staff to follow up by phone. - Post a note to the relevant staff member or enrollment channel for each trial family
- Include the student name, subject, tutor's impression from session notes, and the draft email link
- Prompt the staff member to personalize and send the draft within the same business day
Done when Staff are notified for every trial family with a link to the draft follow-up.
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 trial families without a staff member reviewing first?
No. Every follow-up email is saved as a Gmail draft. A staff member reviews, personalizes if needed, and sends it. No family receives a message automatically.
How does it know what the trial session covered?
It reads any session notes the tutor logged in Teachworks after the session. The more detail tutors add, the more personalized the draft follow-up becomes.
What if the family already enrolled before the follow-up is sent?
The staff member reviewing the Gmail draft will see the updated status and can discard the follow-up for families who enrolled directly after the trial.
Related templates
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