Automated iClassPro Birthday Party Confirmations
When a family books a birthday party in iClassPro, WebRun reads the package, guest count, and requested time, blocks the party room and assigned coach on the gym's Google Calendar, and drafts a confirmation email covering the package, arrival time, and any waivers needed, ready for staff to review and send.
How do I automatically confirm and schedule ninja gym birthday party bookings?
WebRun reads every new birthday party booking in iClassPro, blocks the party room and an available coach on the gym's Google Calendar for the full window, and drafts a confirmation email in Gmail covering the package and any outstanding waivers. Staff review and send it, so every family gets a fast, accurate confirmation without double booked rooms.
- Party rooms and coaches are held the moment a booking comes in
- Families get a same day confirmation instead of waiting on staff
- Outstanding waivers are flagged before the party date, not at the door
Built for ninja warrior gyms · obstacle training gyms · kids party venues · gym 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 - read the new party booking details
iclasspro.com
WebRun opens iClassPro to read the new party booking details. - Open iClassPro and find the newly created birthday party booking
- Read the package tier, guest count, requested date and time, and any add ons
- Confirm a coach is available and note which room the party will use
Done when The new booking's package, headcount, and staffing needs are captured in full.
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2
Google Calendar - block the party room and coach
calendar.google.com
WebRun opens Google Calendar to block the party room and coach. - Create or update the calendar event for the party room covering the full booked window plus setup and cleanup time
- Assign the available coach to the event and mark the room as held
- Add the package and guest count to the event notes so staff can prep
Done when The party room and coach are held on the calendar for the exact booked window.
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3
Gmail - draft a confirmation email for review
gmail.com
WebRun opens Gmail to draft a confirmation email for review. - Draft a confirmation email to the family covering the package, date, time, and what to bring
- Note any waiver or safety form still needed before the party date
- Save the email as a draft. Do not send until staff reviews it
Done when A confirmation email draft is ready 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 family without staff reviewing it?
No. WebRun drafts the confirmation email in Gmail and leaves it unsent so a staff member can check the details and send it themselves.
How does it avoid double booking the party room?
It checks the Google Calendar before holding a new slot, so it only blocks the room and coach for windows that are actually free.
Does it remind families about missing waivers?
It notes any outstanding waiver or safety form in the confirmation draft, so staff can flag it to the family before the party date.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.