Automated iClassPro Class Waitlist Alerts
Every hour, WebRun checks iClassPro for spots that opened from a cancellation, matches each opening to the top waitlisted family for that class and level, drafts a text offer in Twilio with a response deadline, and pings staff on Telegram so the offer goes out before the spot sits empty.
How do I automatically fill open ninja gym class spots from my waitlist?
WebRun checks iClassPro every hour for spots that opened from a cancellation, matches each one to the top waitlisted family for that class and level, and drafts a text offer with a response deadline in Twilio. Staff approve and send it, and a Telegram alert keeps them on top of every open spot so classes stay full.
- Open spots are matched to a waitlisted family within the hour
- Staff get a Telegram alert instead of manually checking the waitlist
- Classes stay closer to full without extra front desk work
Built for ninja warrior gyms · obstacle training gyms · gym scheduling staff · front desk managers
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 open spots and match to waitlisted families
iclasspro.com
WebRun opens iClassPro to find open spots and match to waitlisted families. - Open iClassPro and check the class schedule for spots that opened since the last run
- Confirm the opening came from a cancellation or withdrawal, not a scheduling error
- Pull the waitlist for each affected class, ordered by date added
- Capture the top waitlisted family's name, phone number, and the class details
Done when Every newly open spot has a matched waitlisted family with contact details ready.
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2
Twilio - draft a spot offer text for each match
twilio.com
WebRun opens Twilio to draft a spot offer text for each match. - Draft a text offer for each matched family with the class name, day, time, and how to claim the spot
- Set a clear response deadline in the text, for example 4 hours to claim
- Save each text as a draft. Do not send until staff approves it
Done when A draft spot offer text exists in Twilio for every newly matched family.
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3
Telegram - alert staff to review and send offers
telegram.org
WebRun opens Telegram to alert staff to review and send offers. - Post an alert to the staff Telegram channel listing each open spot and which family is being offered
- Flag any class where the entire waitlist was already exhausted
- Note the response deadline so staff know when to check back
Done when Staff have an immediate Telegram alert for every spot offer ready to 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 text the waitlisted family without staff approving it?
No. WebRun drafts the spot offer text in Twilio and leaves it unsent. Staff approve and send it, so no family is contacted without a human checking it first.
What happens if the whole waitlist is exhausted?
WebRun flags it in the Telegram alert so staff know to promote the opening elsewhere instead of waiting on a waitlist that has no one left on it.
What if two families are on the waitlist for the same class?
It offers the spot to the family who joined the waitlist first, and notes in the Telegram alert if others are waiting behind them in case that family declines.
Related templates
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