Fill Cancelled Class Spots From Waitlist
Every few minutes, WebRun checks Mindbody for newly cancelled class spots, drafts an SMS offer to the first eligible person on the waitlist, and posts the draft to Slack for you to approve before it goes out.
How can I automatically offer cancelled class spots to waitlisted gym members?
Every few minutes, WebRun checks Mindbody for newly cancelled class spots, drafts an SMS offer to the first eligible person on the waitlist via Twilio, and posts the draft to Slack for you to approve - so open spots fill fast and waitlisted members get a fair, first-come reply.
- Cancelled spots offered to waitlisted members within minutes
- Revenue recovered from cancellations automatically
- Waitlist managed fairly with first-eligible-first-served logic
Built for gym owners · fitness studio managers · yoga and pilates studios · boutique fitness operators
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
clients.mindbodyonline.comin a real browser with your saved login - no setup, no API keys. -
1
Mindbody - detect new cancellations
mindbodyonline.com
WebRun opens Mindbody to detect new cancellations. - Open Mindbody and scan the schedule for classes with a new cancellation since the last run
- Identify the class name, date, time, and number of newly open spots
- Pull the top person from the waitlist for that class - name, phone, and position number
Done when Every newly cancelled class has its open spot count and the next waitlisted client identified.
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2
Twilio - draft waitlist offer SMS
twilio.com
WebRun opens Twilio to draft waitlist offer SMS. - Draft an SMS offering the open spot to the waitlisted client, naming the class and time
- Include a booking link so they can confirm instantly
- Stage the message but do not send until approved
Done when An SMS offer is drafted and staged for each open spot.
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3
Slack - notify you for approval
slack.com
WebRun opens Slack to notify you for approval. - Post the draft offer to your Slack channel, showing client name, class, and message text
- Flag how many minutes remain before the class - so you know how urgently to approve
Done when You are notified in Slack and can approve or skip each waitlist offer.
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 contact clients without me approving first?
No. Every offer SMS is staged and posted to Slack for your sign-off before anything is sent to a client.
What if the waitlisted person has already booked another class?
WebRun reads their current status in Mindbody and skips anyone who already holds an active booking for the same time slot.
What happens if the whole waitlist declines?
WebRun lets you know in Slack that all waitlisted clients were offered the spot and none accepted, so you can open it to walk-ins or promote it elsewhere.
Related templates
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