Automated iClassPro Makeup Class Scheduling
Every morning, WebRun opens iClassPro, finds students who missed a class and still have an active makeup window, matches them to open makeup slots at the right skill level, drafts an offer email for each family in Gmail, and posts a Slack list to staff with the windows closing soonest flagged first.
How do I automatically offer makeup classes to ninja gym families after an absence?
WebRun checks iClassPro each morning for students who missed a class and still have an open makeup window, finds available slots at the right skill level, and drafts an offer email for each family in Gmail. Staff approve and send the drafts, and a Slack list flags windows closing within 48 hours so nothing expires unused.
- Families get a makeup offer the same morning after an absence
- Windows closing within 48 hours are flagged so staff act first
- Students who already rebooked are skipped automatically
Built for ninja warrior gyms · obstacle training gyms · youth movement programs · 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 - find absences with an open makeup window
iclasspro.com
WebRun opens iClassPro to find absences with an open makeup window. - Open iClassPro and review attendance for absences in the past 7 days
- Identify students who missed a class and whose makeup window is still open
- Find open makeup slots at the same skill level within the policy window
- Capture the student, missed class, available slots, and parent contact
Done when Every eligible missed class has a shortlist of makeup slots and parent contact ready.
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2
Gmail - draft a makeup offer for each family
gmail.com
WebRun opens Gmail to draft a makeup offer for each family. - Draft an email for each family listing the available makeup slots with day, time, and how to book
- State the makeup deadline clearly so the family knows when the offer expires
- Save as a draft. Do not send until staff approves it
Done when A draft makeup offer exists in Gmail for every eligible absent student.
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3
Slack - flag windows closing soonest
slack.com
WebRun opens Slack to flag windows closing soonest. - Post a summary to the staff channel listing students with pending makeup drafts
- Flag any student whose makeup window closes within 48 hours so staff act first
- Note which drafts are still waiting on approval
Done when Staff have a prioritized makeup list in Slack with the soonest deadlines flagged.
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 book the makeup class for the family automatically?
No. WebRun drafts the offer email listing open slots, but the family books the one they want. It never enrolls anyone without the family's own action.
How does it set the makeup window?
You set the policy, for example 14 days from the missed class, when you configure the workflow, and WebRun applies that rule to every absence.
What if a student already booked their own makeup?
It reads the live attendance and enrollment records in iClassPro each morning, so students who already rebooked are skipped from that day's drafts.
Related templates
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