Automated Dance Class Waitlist Fill
Every morning, WebRun opens Jackrabbit Dance, checks each class for open spots, finds the next eligible family on the waitlist, drafts an enrollment offer email, and posts your team a Slack alert to review before sending.
How do I automatically fill empty spots from my dance class waitlist?
WebRun checks Jackrabbit Dance every morning for classes with open spots, matches each vacancy to the next family on the waitlist, and drafts an enrollment offer email in Gmail for your team to review. A Slack digest confirms which classes and families need attention, so no spot sits empty overnight.
- Open class spots are matched to waitlisted families the same morning they appear
- Enrollment offer drafts are ready to send with one click
- No spot sits unfilled and no family is contacted without staff approval
Built for dance studio owners · studio administrators · dance school enrollment staff
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
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 - find open spots and next on waitlist
jackrabbitdance.com
WebRun opens Jackrabbit Dance to find open spots and next on waitlist. - Open Jackrabbit Dance and navigate to the Class Management section
- Identify classes with enrollment below their maximum capacity
- For each open spot, find the next family on that class's waitlist
- Capture the family name, student name, class details, and contact email
Done when Every open spot is matched to the next eligible waitlisted family.
-
2
Gmail - draft enrollment offer per family
gmail.com
WebRun opens Gmail to draft enrollment offer per family. - Draft a warm enrollment offer email for each matched family, naming the class and the open spot
- Include a clear call to action with a link or instruction to confirm enrollment
- Leave every email as a Gmail draft for your staff to review before sending
- Never send any email automatically
Done when A review-ready draft email exists in Gmail for each waitlisted family matched to an open spot.
-
3
Slack - alert team to review drafts
slack.com
WebRun opens Slack to alert team to review drafts. - Post a summary to your team Slack channel listing each class, the open spot count, and the family offered
- Flag any class with more than one open spot at the top of the list
Done when Your team has a Slack alert with every pending enrollment offer to review.
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 enroll families or send emails without my approval?
No. WebRun only drafts the enrollment offer email in Gmail. A staff member reviews and sends each draft. No family is contacted or enrolled automatically.
What if the waitlisted family is no longer interested?
If a family declines or does not respond, your staff can skip that draft and move to the next family on the waitlist on the following run.
Does it work with classes of different sizes and age groups?
Yes. It reads the capacity and waitlist for each individual class in Jackrabbit Dance, so every class is handled separately with the correct open-spot count.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.