Notify eligible students it is time to test for their next belt
Every Monday, WebRun checks Zen Planner for students who meet the attendance and time-in-rank criteria for their next belt level, drafts a personalized test invitation email for each eligible student, and posts the instructor team a Slack list so they can approve and send with a single review.
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How do I automatically identify which students are eligible for their next belt test?
Every Monday, WebRun checks Zen Planner for students who meet your attendance and time-in-rank thresholds for their next belt level. It drafts a personalized test invitation in Gmail for each eligible student and posts the instructor team a Slack briefing, so no eligible student is overlooked and every invitation goes out with instructor approval.
- No eligible student is overlooked or delayed in their rank progression
- Instructors receive a weekly briefing instead of manually checking each record
- Every invitation requires instructor approval before it reaches the student
Built for martial arts schools · dojos · karate studios · taekwondo schools · BJJ academies
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.zenplanner.comin a real browser with your saved login - no setup, no API keys. -
1
Zen Planner - check belt test eligibility
zenplanner.com
WebRun opens Zen Planner to check belt test eligibility. - Open Zen Planner and review each active student's belt rank and attendance record
- Check each student against the minimum attendance count and minimum time-in-rank for their next belt level
- List every student who meets or exceeds both thresholds
- Skip students who have already registered for the upcoming test cycle
Done when Every eligible student is listed with their current rank, class count, and days since last promotion.
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2
Gmail - draft test invitation emails
gmail.com How to Automate Gmail
WebRun opens Gmail to draft test invitation emails. - Draft a congratulatory belt test invitation for each eligible student
- Include the student's name, current rank, next rank, and upcoming test date and location
- Add a clear call to action to confirm attendance
- Leave every draft unsent for an instructor to review and send
Done when A test invitation draft is ready in Gmail for every eligible student.
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3
Slack - brief instructor team
slack.com How to Automate Slack
WebRun opens Slack to brief instructor team. - Post the week's eligible students to the instructor channel
- List each student's name, current rank, and the test they qualify for
- Remind instructors to review and send the drafts in Gmail
Done when Instructors have this week's eligibility list and know the drafts are ready to send.
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 send the invitation to the student without instructor approval?
No. Every invitation is drafted and left unsent in Gmail. An instructor reviews and sends it, ensuring each student is genuinely ready before receiving an official invitation.
How does it know the eligibility criteria for each belt level?
WebRun reads the attendance count and time-in-rank data recorded in Zen Planner and compares it against the thresholds you configure during setup.
What if a student is eligible but not ready in the instructor's judgment?
The draft is simply not sent. Because every invitation requires instructor approval before it goes out, instructors retain full control over who actually gets invited.
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