Move waitlisted students to a tutor when a slot opens
Every morning, WebRun opens Oases, checks for new tutor availability or cancelled slots, reviews the active waitlist, matches each open slot to the best-fit waitlisted student by subject and schedule, drafts an enrollment offer email for the family, and posts a match summary to the staff Slack channel.
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How do I automatically match waitlisted tutoring students to open tutor slots?
Every morning WebRun opens Oases, identifies new tutor openings, and matches each slot to the best-fit waitlisted student by subject, grade, and schedule. It drafts a personalized enrollment offer email in Gmail for each matched family and posts a match summary to Slack. Every offer is held for staff review before any family is contacted.
- Open tutor slots are filled from the waitlist the same morning they appear
- Waitlisted families hear back quickly rather than waiting days for a manual check
- Staff spend minutes reviewing suggested matches rather than cross-referencing lists by hand
Built for tutoring centers · learning centers · private tutoring agencies · academic enrichment programs
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.oasonline.comin a real browser with your saved login - no setup, no API keys. -
1
Oases - check open tutor slots and active waitlist
oasonline.com
WebRun opens Oases to check open tutor slots and active waitlist. - Open Oases and navigate to the tutor availability or scheduling section
- Identify tutors with new open slots due to cancellations, schedule changes, or increased capacity
- Open the active waitlist and filter by subject, grade level, and preferred schedule to find the best-fit match for each open slot
- Capture the waitlisted student name, parent contact, subject, grade, wait time, and matched tutor details
Done when Every new tutor opening is matched to the best available waitlisted student.
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2
Gmail - draft enrollment offer to matched families
gmail.com How to Automate Gmail
WebRun opens Gmail to draft enrollment offer to matched families. - Draft an enrollment offer email to each matched family, referencing how long they have been waiting
- Include the matched tutor name, subject, proposed session time, and a clear call to action to confirm enrollment
- Save the email as a draft for staff to review before it is sent to the family
Done when One draft enrollment offer exists in Gmail for every matched waitlisted student.
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3
Slack - post match summary to staff
slack.com How to Automate Slack
WebRun opens Slack to post match summary to staff. - Post a match summary to the staff enrollment or scheduling channel
- List each new match with student name, tutor name, subject, proposed time, and wait duration
- Flag any unmatched open slots where no suitable waitlisted student was found
Done when Staff have a complete match summary in Slack including any unmatched slots.
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 offer spots to waitlisted families without staff approval?
No. Every enrollment offer is saved as a Gmail draft and held for staff to review before any family is contacted. The match is a suggestion, not an automatic placement.
How does it decide which waitlisted student is the best match?
It matches on subject, grade level, and schedule compatibility using the data in Oases. Staff review the suggested match and can override it before sending the offer.
What if no waitlisted student fits the open slot?
Oases flags unmatched slots in the Slack summary so staff can decide whether to leave the slot open, adjust match criteria, or reach out to families outside the standard waitlist.
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