Automated Varsity Tutors Session Handoff
Every hour, WebRun opens Varsity Tutors, checks for new session bookings since the last run, logs each one to Airtable for your scheduling coordinator, and writes a prep note in Notion for the assigned tutor.
How do I hand off new Varsity Tutors sessions to the assigned tutor?
WebRun checks Varsity Tutors for new session bookings every hour and logs each one to Airtable for your scheduling coordinator. It also writes a prep note in Notion for the assigned tutor with subject and student level, so every session arrives prepped instead of the tutor starting cold.
- Every new session gets logged and prepped within the hour
- Tutors arrive to sessions with a ready prep note
- Rescheduled sessions are tracked automatically, not manually re-entered
Built for tutoring agencies · scheduling coordinators · Varsity Tutors educators · tutoring business operations
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
www.varsitytutors.comin a real browser with your saved login - no setup, no API keys. -
1
Varsity Tutors - check new session bookings
varsitytutors.com
WebRun opens Varsity Tutors to check new session bookings. - Open Varsity Tutors and check for new bookings since the last run
- Note the subject, student level, and session time
- Confirm which tutor the session is assigned to
Done when Every new booking since the last run has been identified.
-
2
Airtable - log the booking
airtable.com
WebRun opens Airtable to log the booking. - Add a row for each new booking with student, subject, and time
- Mark the booking as newly assigned for the coordinator to track
- Update the status once a prep note is written
Done when Every new booking is logged in Airtable.
-
3
Notion - write the tutor prep note
notion.so
WebRun opens Notion to write the tutor prep note. - Write a short prep note for the assigned tutor with subject and level
- Include anything noted about the student's goals or prior sessions
- Leave the note for the tutor to review before the session
Done when A prep note exists for every newly booked 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
Does it message the tutor or student?
No. WebRun only logs the booking and writes a prep note. Any message to the tutor or student is up to your coordinator.
What if a session gets rescheduled?
It checks live booking status each run, so a rescheduled session is logged and prepped for its new time, not the old one.
Does it work across multiple subjects?
Yes. It logs and preps every booking regardless of subject or level in the same run.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.