Remind families to top up tutoring hours before they run out
Every morning, WebRun opens Teachworks, finds every student package with hours running low, drafts a personalized top-up reminder email for each family, and posts a summary to your staff Slack channel so the team knows who is approaching zero.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically alert families when tutoring package hours are running low?
Every morning WebRun opens Teachworks, finds every student package where hours have dropped below your threshold, and drafts a personalized renewal reminder in Gmail for each family. It also posts a low-balance list to Slack so staff can follow up. Every email is held for review before it reaches a family.
- Families get a timely heads-up before sessions are cut short by zero balance
- Staff see a complete low-balance list in Slack every morning without manual checking
- Renewal revenue comes in before gaps in scheduling occur
Built for tutoring centers · learning centers · private tutoring businesses · academic coaching practices
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.teachworks.comin a real browser with your saved login - no setup, no API keys. -
1
Teachworks - find low-balance packages
teachworks.com How to Automate Teachworks
WebRun opens Teachworks to find low-balance packages. - Open Teachworks and navigate to the packages or billing section
- Filter for active student packages where remaining hours fall below your configured threshold
- Capture the student name, parent contact, package type, hours remaining, and next scheduled session
Done when Every low-balance package is identified with student and contact details captured.
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2
Gmail - draft top-up reminder emails
gmail.com How to Automate Gmail
WebRun opens Gmail to draft top-up reminder emails. - Draft a warm, personalized email to each parent whose package is running low
- Include the student name, hours remaining, and a clear call to action to renew or top up
- Save every email as a draft for staff to review before it is sent to the family
Done when One draft top-up reminder email exists in Gmail for every low-balance student.
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3
Slack - notify staff of low balances
slack.com How to Automate Slack
WebRun opens Slack to notify staff of low balances. - Post a summary list of all low-balance students to the staff channel
- Include each student's name, hours remaining, and next scheduled session date
- Flag any student whose hours will run out before their next session
Done when Staff have a current low-balance list in Slack to action alongside the email drafts.
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 families be emailed automatically when hours are low?
No. Every top-up reminder is saved as a Gmail draft and held for a staff member to review and send. No family receives a message until a person approves it.
How do I set the low-hours threshold?
Tell WebRun your threshold when you set it up, for example two hours remaining or one session left. It applies that threshold consistently every morning across all active packages.
What if a family already renewed after the draft was created?
The staff reviewer checks the draft before sending. If the package was topped up in the meantime, the reviewer discards that draft. The next morning run will confirm the updated balance.
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