Follow up after no-shows and late cancellations
Every morning, WebRun opens TherapyNotes, reviews yesterday's appointments for any marked no-show or late cancellation, drafts a warm follow-up to each client in Gmail inviting them to rebook, leaves every draft unsent for you, and pings you on Telegram with who missed their session and who to chase.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I follow up with clients after a no-show or late cancellation?
Every morning, WebRun opens TherapyNotes, reviews yesterday's schedule, and lists every appointment marked a no-show or late cancellation with its client and clinician. It drafts a warm rebook message to each client in Gmail, leaves the drafts unsent for review, and pings you on Telegram with who missed and who to chase, grouped by clinician.
- Missed sessions surface every morning, before the gap is forgotten
- Each rebook note is drafted and waiting, so you just review and send
- More clients return to care instead of quietly dropping off
Built for therapists · 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
www.therapynotes.com/app/loginin a real browser with your saved login - no setup, no API keys. -
1
TherapyNotes - find no-shows and cancels
therapynotes.com
WebRun reviews yesterday's schedule in TherapyNotes for no-shows and late cancels. - Open TherapyNotes and review yesterday's appointments on the calendar
- Find appointments marked No Show or cancelled inside your late-cancel window
- Capture the client, the clinician, and the missed appointment date for each
Done when Every no-show and late cancellation from yesterday has been listed with its client and clinician.
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2
Gmail - draft rebook messages
gmail.com How to Automate Gmail
WebRun drafts a caring rebook message for each missed session and leaves it unsent. - Draft a warm, non-judgmental note to each client inviting them to rebook
- Keep the tone caring and offer an easy way to pick a new time
- Save every message as a draft and leave it unsent for the clinician or front desk to review
Done when A rebook draft sits ready in Gmail for each client who missed a session.
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3
Telegram - ping you who missed
telegram.org How to Automate Telegram
WebRun pings you on Telegram with yesterday's no-shows and late cancels. - Send you a short Telegram summary of who no-showed and who cancelled late
- Group by clinician so each therapist sees their own missed sessions
- Note that the rebook drafts are waiting in Gmail for review
Done when You have yesterday's missed-session summary on Telegram.
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 message clients on its own?
No. WebRun only drafts each follow-up in Gmail and leaves it unsent. The clinician or front desk reads every message and clicks send, so nothing reaches a client who missed a session without a person approving it first.
How does it know who missed a session?
It reads yesterday's appointments in TherapyNotes and looks for ones marked No Show or cancelled inside your late-cancel window. Sessions that were rescheduled in advance or attended are left off the list.
Does it handle late-cancel fees?
No. WebRun never charges a card or applies a fee. It only flags the missed session and drafts a caring rebook note. Any fee stays a manual decision you make in TherapyNotes, so billing never happens unattended.
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