iClassPro Automated Enrollment Renewal Reminders
Every Monday, WebRun opens iClassPro, finds every student whose enrollment expires in the next 30 days, drafts a re-enrollment email for each family in Mailchimp for staff review, and posts a summary to Slack so the front desk can prioritize personal outreach.
How do I automatically remind gymnastics families to re-enroll before their session ends?
WebRun checks iClassPro every Monday for students whose enrollment expires within 30 days, drafts a re-enrollment email for each family in Mailchimp, and posts a Slack digest flagging high-value accounts for a personal call. Staff review every email before it is sent so outreach stays warm and on-brand.
- Families receive a timely re-enrollment nudge before their session lapses
- High-value multi-student accounts are flagged for a personal call
- No email reaches a parent without staff approval
Built for gymnastics gym owners · studio enrollment coordinators · cheer and dance studio managers · youth activity center front desk
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
app.iclasspro.comin a real browser with your saved login - no setup, no API keys. -
1
iClassPro - find expiring enrollments
iclasspro.com
WebRun opens iClassPro to find expiring enrollments. - Open iClassPro and filter students by enrollment end date within the next 30 days
- Capture each student's name, current class, end date, and parent contact details
- Group by family so siblings on one account get a single outreach
Done when All students with expiring enrollments are listed with family contact details.
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2
Mailchimp - draft re-enrollment reminder emails
mailchimp.com
WebRun opens Mailchimp to draft re-enrollment reminder emails. - Draft a re-enrollment email for each family naming their student, current class, and the expiry date
- Include a link to the iClassPro parent portal for easy online re-enrollment
- Leave all drafts for staff to review before sending
Done when A re-enrollment email draft is queued in Mailchimp for every expiring family.
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3
Slack - post renewal summary for front desk
slack.com
WebRun opens Slack to post renewal summary for front desk. - Post a weekly renewal summary to the front-desk Slack channel listing how many families are expiring this month
- Flag any high-value or multi-student families for a personal phone call instead of email
Done when Staff have this week's renewal summary and priority call list in Slack.
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 send re-enrollment emails to parents without my review?
No. Every email is drafted in Mailchimp and held for a staff member to review and approve before it is sent. Nothing goes out to a parent without your sign-off.
Does it handle families with more than one student?
Yes. It groups siblings by family account so each parent receives one combined re-enrollment email, not a separate message per child.
What if a family already re-enrolled this week?
It reads the live enrollment status in iClassPro on each run, so any family who already renewed is skipped and does not receive a reminder.
Related templates
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