Automated Swim School Lapsed Student Win-Back
Every Monday, WebRun opens iClassPro, finds students who have not attended a lesson or been re-enrolled in over 60 days, drafts a warm win-back email for each family referencing their history, and posts staff a prioritized outreach list in Slack so the most recently lapsed students are contacted first.
How do I automatically re-engage families whose children stopped swim lessons?
WebRun scans iClassPro every Monday for students who have not attended a lesson in over 60 days, drafts a warm, personalized win-back email for each family referencing their history and current program options, and posts staff a Slack outreach list sorted by recency. No message is sent without staff approval, keeping re-engagement personal and on-brand.
- Lapsed families receive a personalized win-back message within the same week they are identified
- Recently contacted families are excluded automatically to avoid re-engagement fatigue
- Staff see a prioritized list so the most recently lapsed students are approached first
Built for swim schools · aquatic programs · swim lesson coordinators · youth sports retention teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
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 lapsed students inactive for 60-plus days
iclasspro.com
WebRun opens iClassPro to find lapsed students inactive for 60-plus days. - Open iClassPro and filter student records to those with no attendance or active enrollment in the past 60 days
- Exclude students who were recently contacted in a win-back campaign to avoid repeated outreach
- Collect the student name, last class date, previous level, and parent contact email
- Sort by recency so the most recently lapsed students appear first
Done when Every qualifying lapsed student has a record with last class date and parent contact ready.
-
2
Gmail - draft personalized win-back email for each family
gmail.com
WebRun opens Gmail to draft personalized win-back email for each family. - Draft a warm, personalized win-back email for each family mentioning the student by name and referencing their last class level
- Include current session options at the appropriate level and any promotional or seasonal offer
- Save as a draft - do not send without staff review and approval
Done when One unsent win-back draft exists in Gmail for each qualifying lapsed student.
-
3
Slack - post prioritized win-back list for staff
slack.com
WebRun opens Slack to post prioritized win-back list for staff. - Post the week's win-back list to the staff channel, sorted by days since last attendance
- Include each student's name, last level, and days lapsed so staff can personalize their outreach further
Done when Staff have a weekly win-back list in Slack with the most actionable contacts at the top.
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 lapsed families without my approval?
No. Every win-back email is saved as a Gmail draft and held for staff review. No message reaches a family until a staff member approves and sends it.
How far back does it look for lapsed students?
By default it flags students inactive for 60 days or more. You can adjust that threshold to 30, 90, or 120 days when you configure the workflow to match your re-engagement strategy.
What if the same family has been contacted recently by another campaign?
WebRun tracks recent outreach and skips families who were already contacted in a win-back sequence, so the same family does not receive repeated messages from different automation runs.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.