Automated Dance Class Absence Alerts to Parents
Each evening, WebRun opens Jackrabbit Dance, checks attendance for all classes that ran today, finds students marked absent, drafts a courteous absence notice for each parent, and posts a Slack prompt for staff to review and send the drafts.
How do I automatically notify parents when their child misses a dance class?
WebRun checks Jackrabbit Dance attendance every evening, finds students with unannounced absences from that day's classes, and drafts a courteous notice for each parent in Gmail. Your staff reviews the drafts in Slack before sending, so families hear from you the same evening without the team composing each email manually.
- Parents hear about an absence the same evening, not days later
- Staff send pre-written drafts in seconds instead of composing each email from scratch
- Repeat absences are flagged automatically so teachers can follow up early
Built for dance studio owners · dance teachers · studio administrators
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.jackrabbitdance.comin a real browser with your saved login - no setup, no API keys. -
1
Jackrabbit Dance - check today's attendance for absences
jackrabbitdance.com
WebRun opens Jackrabbit Dance to check today's attendance for absences. - Open Jackrabbit Dance and navigate to the Attendance section
- Filter for classes that ran today and find students marked absent
- Note each student's name, class, teacher, and parent contact email
- Skip students whose parent already notified the studio of a planned absence
Done when Every unannounced absence from today's classes is listed with parent contact details.
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2
Gmail - draft absence notice per parent
gmail.com
WebRun opens Gmail to draft absence notice per parent. - Draft a warm, short absence notice for each parent, naming the class and date missed
- Mention makeup class availability if your studio offers it
- Save each email as a Gmail draft for staff review before sending
- Never send any email to a parent automatically
Done when A review-ready absence notice draft exists in Gmail for each absent student's parent.
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3
Slack - alert staff to review drafts
slack.com
WebRun opens Slack to alert staff to review drafts. - Post an evening digest to your team Slack channel listing each absent student and the draft waiting for review
- Flag students with two or more consecutive absences at the top
Done when Staff have a Slack digest listing all draft absence notices waiting for approval.
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 parents about absences on its own?
No. Every absence notice is saved as a Gmail draft and appears in the Slack digest for staff to review. No message reaches a parent without your team approving it first.
What if the parent already told us the child would be absent?
WebRun checks Jackrabbit Dance for any pre-notified absences and skips those students. Only unannounced absences appear in the evening draft queue.
Can it flag students who are frequently absent?
Yes. Students with two or more consecutive absences are flagged at the top of the Slack digest so staff can decide whether to reach out separately or follow a different process.
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