Automated When I Work Coverage Gap Alerts
Every afternoon, WebRun opens When I Work, checks tomorrow's published schedule for shifts nobody has confirmed, logs each open shift to a Google Sheet, and posts the coverage gap list by location to Notion for managers to close.
How do I catch unconfirmed shifts in When I Work before they become no-shows?
WebRun checks When I Work every afternoon for tomorrow's published schedule, logs any shift with no one confirmed to a tracking sheet, and posts the coverage gap list by location to Notion for managers. Managers see exactly which shifts still need covering the day before, instead of finding out at the start of the shift.
- Managers see tomorrow's coverage gaps the afternoon before, not at shift start
- Every gap is logged with location and role for faster fixes
- No employee is contacted automatically to cover a shift
Built for Retail managers · Restaurant operators · Hourly team managers · Shift-based 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
wheniwork.comin a real browser with your saved login - no setup, no API keys. -
1
When I Work - check tomorrow's shift coverage
wheniwork.com
WebRun opens When I Work to check tomorrow's shift coverage. - Open When I Work and pull tomorrow's published schedule
- Check every shift against who has confirmed
- List any shift with no one confirmed
Done when Tomorrow's schedule has a confirmed or unconfirmed status for every shift.
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2
Google Sheets - log any open shifts
google.com
WebRun opens Google Sheets to log any open shifts. - Log each unconfirmed or open shift to the coverage tracking sheet
- Note the location, role, and start time
- Keep a running history so repeat gaps stand out
Done when Every open shift for tomorrow is logged with its details.
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3
Notion - post the coverage gap list for managers
notion.so
WebRun opens Notion to post the coverage gap list for managers. - Post the coverage gap list to the shared manager page
- Group gaps by location so the right manager sees theirs first
- Leave the fix, covering the shift or calling someone in, to the manager
Done when Managers have tomorrow's coverage gap list in Notion.
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 employees to cover the shift?
No. WebRun only reads shift confirmations from When I Work and posts the gap list internally. Filling the shift is left to the manager.
How does it know a shift is unconfirmed?
It reads the confirmation status When I Work shows for each published shift and lists any with no one confirmed for the next day.
Does it look further ahead than tomorrow?
By default it checks the next day's schedule each afternoon, but you can widen the window to a few days out for more lead time.
Related templates
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