Automated Venue Tour Scheduling
When a tour request comes in through Perfect Venue or your website, WebRun checks Google Calendar for available tour slots, drafts a reply offering two or three specific times, and saves it in Gmail for your coordinator to review and send.
How do I automatically schedule venue tours from inquiry requests?
When a tour request arrives via Perfect Venue, WebRun immediately checks Google Calendar for open slots, drafts a reply offering two or three specific available times, and saves it in Gmail for your coordinator to review and send. The whole process takes minutes, not days of back-and-forth email.
- Tour requests get a draft scheduling reply within minutes of submission
- Coordinators spend zero time hunting for open calendar slots
- Prospects receive specific time options instead of a generic acknowledgment
Built for venue coordinators · wedding venue managers · banquet hall sales teams · event space administrators
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 - capture tour request details
perfectvenue.com
WebRun opens Perfect Venue to capture tour request details. - Open Perfect Venue and check for new tour requests submitted via the inquiry form
- Read the prospect's preferred date range, party size, and event type
- Note any specific questions or requirements mentioned in the request
Done when Tour request details including preferred timing and event type are captured.
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2
Google Calendar - find available tour slots
calendar.google.com
WebRun opens Google Calendar to find available tour slots. - Open the venue's Google Calendar and check availability in the prospect's preferred date range
- Identify two or three open tour slots that avoid existing events and staff commitments
- Confirm tour duration blocks are free for each candidate slot
Done when Two to three specific, open tour times are identified for the prospect.
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3
Gmail - draft scheduling message with open times
gmail.com
WebRun opens Gmail to draft scheduling message with open times. - Draft a reply to the prospect offering the identified open tour times
- Include a short description of what the tour covers and where to park
- Ask the prospect to confirm their preferred slot
- Save as a Gmail draft for coordinator review - do not send until approved
Done when A scheduling draft with specific available times is ready in Gmail for review.
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 book the tour on the calendar automatically?
No. WebRun drafts the scheduling email with available times and queues it for your review. You confirm the slot with the prospect and add the confirmed tour to the calendar yourself.
What if no slots are available in the prospect's requested range?
The draft will note that availability is limited in the requested window and offer the nearest open dates just outside it, flagging this for your coordinator to adjust as needed.
Can it handle multiple tour requests at the same time?
Yes. WebRun checks the calendar before drafting each reply, so two prospects requesting the same slot will each get different available times rather than a double-booking risk.
Related templates
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