Automated Swim Lesson Absence Alerts
Every morning, WebRun reviews iClassPro attendance from lessons held the previous day, identifies students marked absent, drafts a caring notification for each parent explaining what was missed and how to book a make-up, and alerts the front-desk team in Slack before the day gets busy.
How do I automatically notify parents when their child misses a swim lesson?
WebRun reviews iClassPro attendance each morning for lessons held the day before, finds every absent student, and drafts a caring notification for each parent with the class details and make-up options. Staff get a Slack morning summary with repeat-absentee flags so urgent cases get a personal call, and no notification is sent without review.
- Parents receive an absence notification the morning after a missed lesson without manual effort
- Repeat absences are flagged in Slack so staff can prioritize personal outreach
- No notification reaches a parent without a staff approval step
Built for swim schools · aquatic programs · swim lesson coordinators · youth sports administrators
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 from yesterday's lessons
iclasspro.com
WebRun opens iClassPro to find absences from yesterday's lessons. - Open iClassPro and navigate to the attendance records for lessons held the previous day
- Find every student marked as absent or unexcused
- Collect the student name, class name, instructor, lesson date and time, and parent contact email
- Check whether the student has an active make-up entitlement per your policy
Done when Every absent student has a complete record with parent contact and make-up eligibility noted.
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2
Gmail - draft absence notification for each parent
gmail.com
WebRun opens Gmail to draft absence notification for each parent. - Draft a caring absence notification for each parent naming the missed class and date
- Include the make-up policy and a link to schedule a make-up if the student is eligible
- Save as a draft - do not send until a staff member reviews and approves
Done when One unsent absence notification draft exists in Gmail for every absent student.
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3
Slack - alert front-desk staff to review and send notifications
slack.com
WebRun opens Slack to alert front-desk staff to review and send notifications. - Post a morning absence summary to the front-desk channel listing the students and drafts awaiting review
- Flag any students with multiple recent absences so staff can consider a personal follow-up call
Done when Front-desk staff have a morning summary of absences and can approve drafts before the front desk opens.
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 notify parents about absences without staff approval?
No. Every absence notification is saved as a Gmail draft and held for staff review. Nothing is sent to a parent until a staff member approves and clicks Send.
What if the parent already called ahead to report the absence?
WebRun reads the attendance record from iClassPro. If the absence is marked as excused or pre-notified in the system, you can configure the workflow to skip those or send a different, lighter message.
Can it flag students who are missing too many lessons?
Yes. WebRun can track a rolling absence count and flag students who have missed more than a set threshold in the Slack summary so staff can reach out personally.
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