iClassPro Automated New Student Onboarding Kickoff
When a new student is enrolled in iClassPro, WebRun reads the class, coach, and schedule details, drafts a personalized welcome email in Gmail for staff to review and send, adds the student to a new-enrollee tracking sheet, and sends the assigned coach a Slack heads-up so they can greet the family by name on the first day.
How do I automatically kick off onboarding for new gymnastics students when they enroll?
WebRun detects every new enrollment in iClassPro and drafts a personalized welcome email in Gmail for staff to review before sending. The assigned coach receives a Slack heads-up with the student's name and first class date. If the waiver is missing, the welcome draft prompts the parent to complete it before day one.
- Every new family receives a personalized welcome email before their first class
- Coaches know a new student is coming and can greet them by name
- Missing waivers are flagged in the welcome draft before day one
Built for gymnastics gym owners · studio enrollment coordinators · cheer and tumbling gym front desk · youth activity center coaches
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 - detect new enrollment and read class details
iclasspro.com
WebRun opens iClassPro to detect new enrollment and read class details. - Detect a new student enrollment in iClassPro
- Read the student's name, enrolled class, class day and time, coach name, gym location, and any special notes on the account
- Check whether the waiver has already been completed and flag if it is missing
Done when All details for the new enrollment are captured and ready for welcome communications.
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2
Gmail - draft personalized welcome email for staff review
gmail.com
WebRun opens Gmail to draft personalized welcome email for staff review. - Draft a personalized welcome email to the parent naming the student, class, day, time, and coach
- Include what to wear, what to bring, where to park, and how to access the parent portal in iClassPro
- If the waiver is missing, add a note asking the parent to complete it before the first class
- Leave the draft for a staff member to review and send before it reaches the parent
Done when A personalized welcome email draft is queued in Gmail for staff review.
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3
Slack - notify assigned coach of new student
slack.com
WebRun opens Slack to notify assigned coach of new student. - Send the assigned coach a Slack message with the new student's name, class, first class date, and any notes from the account
- Remind the coach to greet the student by name at the door on the first day
Done when The assigned coach has received a new-student heads-up 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 the welcome email to the family without anyone checking it first?
No. The welcome email is drafted in Gmail and held for a staff member to review and approve before it is sent. You stay in control of every first impression.
Does it remind the family to complete their waiver if it is missing?
Yes. If the waiver is not yet completed in iClassPro, WebRun adds a friendly reminder in the draft email asking the parent to sign it in the parent portal before the first class.
What information does the coach receive in Slack?
The coach receives the new student's name, enrolled class, first class date, and any special notes logged on the iClassPro account, so they can prepare a personal greeting on day one.
Related templates
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