Automated Venue Availability Hold Follow-Up
Every morning, WebRun opens Perfect Venue to find tentative date holds that are approaching expiry or have been sitting for more than a set number of days, drafts a friendly follow-up for each prospect, and saves the emails in Gmail for review. A Slack alert lists which holds need attention today.
How do I automatically follow up on tentative venue date holds?
WebRun checks Perfect Venue every morning for tentative date holds that are older than five days or expiring within three days. It drafts a friendly follow-up email for each prospect in Gmail and posts a Slack alert sorted by expiry urgency. Every draft waits for your coordinator to review before it is sent.
- No tentative hold sits past its expiry without a follow-up drafted
- Sales team gets a daily priority list of holds to convert or release
- High-demand dates are flagged first so peak season weekends are never lost
Built for venue sales coordinators · wedding venue managers · banquet hall directors · event space booking teams
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.perfectvenue.comin a real browser with your saved login - no setup, no API keys. -
1
Perfect Venue - find tentative holds nearing expiry
perfectvenue.com
WebRun opens Perfect Venue to find tentative holds nearing expiry. - Open Perfect Venue and filter bookings to tentative or hold status
- Identify holds placed more than 5 days ago or with an expiry date within the next 3 days
- Note the prospect name, event date, hold date, and expiry date for each
Done when All tentative holds nearing expiry or overdue for a decision are listed with their details.
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2
Gmail - draft hold follow-up emails
gmail.com
WebRun opens Gmail to draft hold follow-up emails. - Draft a friendly follow-up email for each hold asking if the prospect is ready to confirm
- Reference the specific event date being held and when the hold expires
- Offer to answer questions or schedule a quick call to move forward
- Save each as a Gmail draft for review - do not send until approved
Done when A personalized follow-up draft is queued in Gmail for each hold needing attention.
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3
Slack - alert team of holds needing action
slack.com
WebRun opens Slack to alert team of holds needing action. - Post a morning alert to the sales channel listing tentative holds needing follow-up
- Sort by expiry date so the most urgent holds are listed first
- Flag any holds for high-demand dates or peak season weekends
Done when The sales team has a prioritized list of holds to action 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 release the date hold automatically if the prospect does not respond?
No. WebRun drafts the follow-up and alerts your team. The decision to extend, release, or book the hold is always made by your coordinator, not the automation.
How many days before expiry does it start sending follow-up drafts?
The default is 3 days before the hold expires, plus a flag for any hold older than 5 days with no activity. You can adjust both thresholds to match your venue's hold policy.
What if another prospect is also interested in the same date?
WebRun surfaces the hold urgency in the Slack alert, but prioritizing competing prospects is a human judgment call. The coordinator can use the alert as the trigger to contact both parties and make the right call for the venue.
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