Send Volunteer Shift Reminders
Every morning, WebRun reads your volunteer shift schedule in Google Sheets, finds shifts starting in the next 48 hours, drafts a personalised reminder email in Gmail for each volunteer, and posts a staffing overview to Slack for your review.
How can I automatically remind volunteers about their upcoming shifts?
Every morning, WebRun reads your volunteer shift schedule in Google Sheets, finds shifts starting in the next 48 hours, drafts a personalised reminder email in Gmail for each volunteer, and posts a staffing overview to Slack - so shifts stay covered without manual chasing.
- Volunteers receive personalised shift reminders 48 hours in advance
- Staffing overview appears in Slack each morning without manual work
- Shift coverage gaps identified before the day of the event
Built for nonprofit volunteer coordinators · charity operations managers · community organisations · event volunteer 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
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - read the volunteer shift schedule
google.com
WebRun opens Google Sheets to read the volunteer shift schedule. - Open the volunteer schedule spreadsheet and filter for shifts starting in the next 48 hours
- For each shift, capture the volunteer's name, email, shift time, location or Zoom link, and role
- Flag any shift with no confirmed volunteer as Uncovered
Done when All upcoming shifts and their volunteers (or gaps) are identified.
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2
Gmail - draft reminder for each volunteer
gmail.com
WebRun opens Gmail to draft reminder for each volunteer. - Draft a personalised reminder email for each volunteer with their shift time, location, and what to bring or prepare
- For Uncovered shifts, draft a general call-for-help email to your volunteer list
- Save all messages as Drafts - do not send until you have reviewed and approved
Done when A reminder draft is ready in Gmail for every volunteer, plus a gap-fill draft for any uncovered shifts.
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3
Slack - post staffing overview to coordinator
slack.com
WebRun opens Slack to post staffing overview to coordinator. - Post a staffing overview to your Slack coordinator channel: shift name, time, volunteer assigned, and status
- Highlight any Uncovered shifts in red with a link to the Gmail draft call-for-help
- Include a link to the full schedule in Google Sheets
Done when The coordinator has a full staffing overview in Slack with all gaps flagged and Gmail drafts ready.
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 volunteers automatically?
No. Every reminder is saved as a Gmail Draft. You review each message - or approve them in bulk - before any volunteer receives an email.
What if a volunteer has already confirmed?
Add a Confirmed column to your schedule spreadsheet. WebRun skips drafting reminders for anyone whose status is already marked Confirmed.
Can it handle different volunteer roles with different instructions?
Yes. Add a Role and Instructions column to your schedule sheet and WebRun will tailor each reminder to include the role-specific details for that shift.
Related templates
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