iClassPro Automated Waiver and Document Chasing
Every morning, WebRun opens iClassPro, finds every enrolled student who is missing a signed waiver or required document, drafts a polite follow-up email in Gmail for each family to review, and logs all outstanding documents in a Google Sheet so the front desk has one clear compliance view.
How do I automatically chase missing waivers and enrollment forms from gymnastics families?
WebRun checks iClassPro every morning for enrolled students who are missing a signed waiver or required form, drafts a polite follow-up email in Gmail for staff to approve, and logs every outstanding document in a Google Sheet. Families with a class starting within three days are flagged as urgent so nothing slips through before the first session.
- No student starts class without a completed waiver on file
- Families close to their first class are flagged for urgent follow-up
- Staff approve every parent-facing message before it is sent
Built for gymnastics gym owners · studio enrollment coordinators · cheer and tumbling gym managers · youth sports front-desk staff
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 - identify students with missing documents
iclasspro.com
WebRun opens iClassPro to identify students with missing documents. - Open iClassPro and navigate to the student or enrollment list
- Filter for active enrollments where the waiver or required form is not yet completed
- Capture each student's name, class, enrollment date, and parent contact details
- Note which specific document is missing for each student
Done when Every enrolled student with a missing document is listed with their details.
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2
Gmail - draft document follow-up emails
gmail.com
WebRun opens Gmail to draft document follow-up emails. - Draft a friendly reminder email to each family naming the missing document and providing instructions to complete it in the iClassPro parent portal
- For students whose first class is within three days, mark the draft as urgent
- Leave all drafts for a staff member to review before sending
Done when A follow-up email draft is queued in Gmail for every family with an outstanding document.
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3
Google Sheets - log outstanding document status
google.com
WebRun opens Google Sheets to log outstanding document status. - Append a row for each outstanding document with the student name, class, document type, days since enrollment, and draft email status
- Highlight rows where first class is within three days
Done when The compliance log is updated with today's missing-document list.
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 parents about missing waivers without staff reviewing the message first?
No. Every follow-up 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 parent communication.
What documents does it check for?
It checks for whatever waivers and forms are tracked as required in iClassPro, such as the enrollment waiver, media consent form, or health information form, depending on what your gym requires.
What happens once a family completes the document?
On the next morning run iClassPro will show the document as complete, so that student is automatically removed from the outstanding list and no further draft is created.
Related templates
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