Chase unfinished new-client intake paperwork
Every morning, WebRun opens SimplePractice, finds new clients whose intake or consent forms are still pending, drafts a friendly reminder to each one in Gmail, leaves every draft unsent for the front desk, and posts your team a Slack list of who still has paperwork to complete before their first session.
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How do I chase unfinished client intake paperwork automatically?
Every morning, WebRun opens SimplePractice, finds new clients whose intake or consent forms are still Pending, and lists who still has paperwork before their first session. It drafts a warm reminder to each one in Gmail, leaves the drafts unsent for the front desk, and posts your team a Slack list, soonest first session first.
- Unfinished paperwork surfaces every morning, not at the first session
- Each reminder is drafted and waiting, so the front desk just reviews and sends
- Clients arrive with intake complete, so first sessions start on time
Built for therapy practices · private practice owners · group practice admins · front desk 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
account.simplepractice.comin a real browser with your saved login - no setup, no API keys. -
1
SimplePractice - find pending intake forms
simplepractice.com
WebRun checks each new client's Files tab in SimplePractice for pending paperwork. - Open SimplePractice and review new clients with an upcoming first appointment
- Open each client's Files tab and note any intake or consent form still showing a Pending status
- Capture the client name, the forms outstanding, and how soon their first session is
Done when Every new client with pending intake paperwork has been listed with the forms still outstanding.
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2
Gmail - draft paperwork reminders
gmail.com How to Automate Gmail
WebRun drafts an intake reminder for each new client and leaves it unsent. - Draft a warm, on-brand reminder to each client noting which forms are still to complete
- Include a friendly nudge to finish them in the client portal before their first visit
- Save every message as a draft and leave it unsent for the front desk to review
Done when A reminder draft sits ready in Gmail for every client with outstanding paperwork.
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3
Slack - report who is outstanding
slack.com How to Automate Slack
WebRun posts the day's pending-intake list to Slack. - Post the front desk a short list of clients whose intake forms are still pending
- Put clients with the soonest first session at the top so they get chased first
- Note that the reminder drafts are waiting in Gmail for review
Done when The front desk has today's pending-paperwork list 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 email clients on its own?
No. WebRun only drafts each intake reminder in Gmail and leaves it unsent. Your front desk reads every message and clicks send, so nothing reaches a client without a person approving the wording first.
How does it know whose paperwork is unfinished?
It reads each new client's Files tab in SimplePractice and looks for forms still marked Pending. Anyone who has already completed and signed their intake drops off the list, so finished clients are never chased.
Does it read anything clinical?
No. WebRun only checks whether intake and consent forms are complete and notes the client name and due date. It never opens session notes or any clinical content, and the Slack list carries counts and names only.
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