Automated iClassPro Open Gym Booking Reminders
Every afternoon, WebRun opens iClassPro, finds every open gym session booked for the next 24 hours, drafts a friendly reminder text for each family in Twilio with the time and what to bring, and updates the staff Google Calendar with expected headcount for each session.
How do I automatically remind families about upcoming open gym bookings?
WebRun checks iClassPro each afternoon for open gym sessions booked the next day, drafts a friendly reminder text for staff to send to each family in Twilio, and updates the staff Google Calendar with a running headcount per session, so the floor never gets a surprise crowd.
- Families get a reminder the afternoon before their session
- Staff see an accurate headcount on the calendar before opening the floor
- No text goes out to a family without staff approval
Built for ninja warrior gyms · obstacle training gyms · open gym program coordinators · 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 tomorrow's open gym bookings
iclasspro.com
WebRun opens iClassPro to find tomorrow's open gym bookings. - Open iClassPro and filter open gym bookings to sessions in the next 24 hours
- Capture each family's name, phone number, session time, and number of kids attending
- Note any session that is close to capacity
Done when Every open gym booking for tomorrow is listed with family contact and headcount.
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2
Twilio - draft a reminder text for each family
twilio.com
WebRun opens Twilio to draft a reminder text for each family. - Draft a friendly reminder text for each family with the session time and what to bring
- Mention if the session is close to capacity so families know to arrive on time
- Save each text as a draft. Do not send until staff approves it
Done when A draft reminder text is queued in Twilio for every family booked tomorrow.
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3
Google Calendar - update staff headcount for each session
calendar.google.com
WebRun opens Google Calendar to update staff headcount for each session. - Update or create the staff open gym calendar event for each session with the current headcount
- Flag any session that has reached capacity directly on the calendar entry
- Keep the calendar as the single source staff check before opening the floor
Done when The staff calendar shows an accurate headcount for every open gym session tomorrow.
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 families without staff checking first?
No. Every reminder is drafted in Twilio and left unsent. A staff member reviews and sends it, so no family gets a text WebRun wrote on its own.
How does it calculate headcount for the calendar?
It counts the kids attached to every booking in iClassPro for that session and writes the running total onto the matching Google Calendar event, updating it each afternoon.
What happens if a session is already full?
WebRun flags it directly on the Google Calendar entry and notes it in the reminder draft, so staff and families both know the session is at capacity.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.