Automated Dance Studio Overdue Tuition Reminders
Every Monday, WebRun opens Jackrabbit Dance, finds families with outstanding tuition past their due date, drafts a polite payment reminder for each one in Gmail, and posts your team a ranked Slack chase list to review and send.
How do I automatically remind dance families about overdue tuition?
WebRun opens Jackrabbit Dance every Monday, finds every family with tuition past its due date, and drafts a polite payment reminder in Gmail for each one. Your team reviews the drafts and a ranked Slack chase list sorted by days overdue, so the oldest and largest balances get attention first.
- Overdue balances are chased every Monday without staff spending time on manual outreach
- The Slack chase list ranks the oldest and largest balances first so staff prioritise correctly
- No reminder is sent without staff approval, protecting the family relationship
Built for dance studio owners · studio billing staff · dance school 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 - find overdue tuition balances
jackrabbitdance.com
WebRun opens Jackrabbit Dance to find overdue tuition balances. - Open Jackrabbit Dance and navigate to the Billing or Accounts Receivable section
- Filter for families with a tuition balance past its due date
- Capture the family name, student name, amount overdue, and days overdue for each
- Skip families already contacted in the past 7 days to avoid repeated messaging
Done when Every family with an overdue tuition balance not recently contacted is listed with details.
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2
Gmail - draft payment reminder per family
gmail.com
WebRun opens Gmail to draft payment reminder per family. - Draft a polite, on-brand payment reminder for each family, stating the amount and due date
- Include a link or instruction for the family to update payment details or pay online
- For balances above a threshold you set, leave the draft flagged for a more personal review before sending
- Save every email as a Gmail draft. Never send automatically
Done when A review-ready payment reminder draft exists in Gmail for each overdue family.
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3
Slack - post ranked chase list to team
slack.com
WebRun opens Slack to post ranked chase list to team. - Post a ranked chase list to your team Slack channel, sorting by days overdue descending
- Flag the largest and oldest balances at the top
- Include the total overdue amount across all families for a weekly snapshot
Done when Staff have this week's ranked chase list in Slack with all drafts ready 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 email families about overdue tuition automatically?
No. Every reminder is saved as a Gmail draft for your staff to review and send. Large or sensitive balances are flagged for extra review. Nothing goes out without human approval.
What if a family paid before Monday's run?
WebRun reads the live billing status in Jackrabbit Dance each Monday, so families who settled their balance since last week are skipped automatically.
How does it avoid pestering families who were just contacted?
It checks the date of the most recent outreach and skips any family contacted in the past 7 days, so no family receives more than one reminder per week.
Related templates
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