How to Automate iClassPro

iClassPro runs the term for a children's activity centre

iClassPro is class management software for activity-based businesses: gymnastics and cheer gyms, swim schools, dance studios and similar children's centres.

These businesses have an unusual shape. Revenue is recurring but attached to a term, capacity is physical and hard-capped by how many children fit safely in a session, and every customer is a parent who is thinking about a Saturday morning rather than a subscription.

So the software has to do several jobs at once: a timetable, a waiting list, a billing engine, an attendance register and a communication channel to several hundred families. iClassPro does all of that.

What it cannot do is anything on the other side of the front door, and for a business this size that other side is the bank, the books and whatever is being used to fill next term.

The desk is answering the same five questions

Front desk time in a gym or swim school divides neatly into two.

There is the part only a person can do, which is talking to a parent standing in front of them about their child. Then there is the rest: checking whether a payment went through, finding out whether there is space in the Thursday four o'clock, working out who on the waiting list should be offered the space that opened, checking whether the family who left in March ever paid the last invoice.

In the office, somebody reconciles the takings against the bank, exports enrolment data to work out whether next term is filling, and copies a list of lapsed families into an email tool to try to win them back.

None of it is difficult. It is a term's worth of small checks, each of which requires opening something and comparing it with something else.

iClassPro

Failed payments caught early Declines found the same week rather than at term end, when a child has already had six free lessons.

Waiting lists that move Spaces that opened matched to the families waiting for them, before the term starts and the moment passes.

Term-end numbers ready Enrolment, attendance and revenue lined up against the bank and the books without a weekend of spreadsheets.

Enrolment and billing are already handled

iClassPro automates the core of the operation, and it covers more than many centres set up.

The ProCal calendar blocks, views and prioritises class schedules. The Enrolment Wizard simplifies sign-up with auto-charge scheduling attached, so a family enrolling is also a family billing. Makeup classes can be entered manually or generated automatically. Payments are integrated, and an Automatic Card Updater keeps card details current, which quietly prevents a large share of failed payments. There is a point of sale, a QuickBooks integration, SMS and email to parents, a branded customer portal and a mobile app, plus attendance, staff management, waivers, camps, parties and private lessons.

All of that operates on enrolments, classes and families inside iClassPro.

It stops at the boundary of the business. The bank account is elsewhere. The accounts package is elsewhere, apart from the one integration. The marketing tool holding the list of families who might come back is elsewhere. So is the local council page listing the holiday programme grants.

The business does not end at the class list

Anyone with the password can open the bank, the processor and the accounts package and read what a term actually did. Nobody has to give up a weekend to it.

Failed and declined payments identified within days, cross-checked against attendance, so nobody discovers in week eight that a child has been attending free since week two. Takings reconciled against what actually reached the bank, weekly, while a difference is still explainable.

Waiting lists matched to the spaces that opened, so an offer goes out while the family still wants it. Lapsed families, the ones who quietly did not re-enrol, identified and put in front of somebody, which for this kind of business is the single most valuable list there is.

Term-end numbers assembled from enrolment, attendance and revenue rather than three exports and an evening.

Keep parent contact supervised. These are families, often small communities where everyone knows each other, and a badly aimed automated message about money is remembered for years. Prepare it, then have a person send it.

Reconciling the outside world takes an evening

The person who runs a gym did not take it on to reconcile card settlements. But the reconciliation decides whether the term made money.

WebRun is an AI agent that works a real Chrome browser, signed in as you. It opens iClassPro, the bank, the payment processor or the accounts package, reads each one, and puts the comparison in front of you with the differences named.

It runs on your schedule in your own private environment, and you can watch a run and stop it. Anything going to a parent is prepared and waits for you.

The workflows below are already built, and each one names what it opens.