iClassPro Automatic Trial Inquiry Routing
When a parent submits a trial inquiry, WebRun opens iClassPro, reads the child's age, skill level, and preferred schedule, finds the best open class, assigns the inquiry to the right coach, and pings that coach in Slack with everything they need to follow up.
How do I automatically route gymnastics trial inquiries to the right coach and class?
WebRun reads every new trial inquiry in iClassPro, matches the child's age and schedule preference to an open class, and pings the assigned coach in Slack within minutes. A draft welcome email is queued in Gmail for staff to approve and send, so no lead waits and no coach is left guessing.
- Inquiries are routed to the right coach within minutes of submission
- Coaches receive full context in Slack before they pick up the phone
- No welcome email goes out without staff review
Built for gymnastics gyms · cheer and tumbling studios · martial arts and dance studios · youth sports programs
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 - read inquiry and find open class
iclasspro.com
WebRun opens iClassPro to read inquiry and find open class. - Open iClassPro and go to the new inquiry or lead queue
- Read the child's age, skill level, and the parent's preferred class days and times
- Search the class schedule for open spots that match age group and time preference
- Record the best-fit class name, time, coach, and any waitlist status
Done when The right class and coach have been identified for this inquiry.
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2
Slack - notify the right coach
slack.com
WebRun opens Slack to notify the right coach. - Post a message to the coach's Slack channel with the parent's name, child's details, the matched class, and the inquiry timestamp
- Include a direct link to the iClassPro inquiry record
- Flag as urgent if the inquiry is more than 30 minutes old
Done when The assigned coach has received the inquiry details in Slack.
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3
Gmail - draft a welcome reply for review
gmail.com
WebRun opens Gmail to draft a welcome reply for review. - Draft a friendly welcome reply to the parent naming the suggested class, time, and coach
- Leave the email as a draft for staff review before sending
- Do not send automatically
Done when A welcome draft is queued in Gmail for staff to review and send.
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 the parent automatically?
No. WebRun drafts the welcome reply in Gmail and leaves it for a staff member to review and send. No email goes out without a human approving it first.
How does it pick the right class?
It matches the child's age and the parent's preferred schedule against open spots in iClassPro, then selects the class with the best-fit coach and the earliest available slot.
What if no class has an open spot?
WebRun notes the waitlist status in the Slack alert so the coach knows to offer a waitlist spot and set expectations with the parent in their follow-up call.
Related templates
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