Automated Swim Level Advancement Re-enrollment
Every morning, WebRun checks iClassPro for students marked as ready to advance, finds the next available class at the appropriate level, drafts a personalized re-enrollment invitation for each family, and pings staff in Slack so the message goes out before spots are gone.
How do I automatically invite advancing swimmers to re-enroll at the next level?
WebRun checks iClassPro each morning for students whose instructors have marked them as ready to advance, finds open spots in the appropriate next-level class, and drafts a congratulations and re-enrollment email for each family. Staff review the drafts in Gmail before sending, so no advancing swimmer slips through without an invitation.
- Advancing swimmers receive a timely invitation before next-level spots fill
- Instructors set the flag once and families hear about it automatically
- Staff spend seconds approving drafts instead of manually tracking who passed
Built for swim schools · aquatic programs · swim lesson directors · youth sports coordinators
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 students ready to advance and next-level openings
iclasspro.com
WebRun opens iClassPro to find students ready to advance and next-level openings. - Open iClassPro and navigate to the student progress or skills-tracking section
- Identify students whose instructor has marked them as passed or ready to advance
- Look up the next class level that has open spots in the same time-slot preference
- Collect the student name, current level, next level, open class details, and parent email
Done when Every advancing student has a matching next-level class option and parent contact on record.
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2
Gmail - draft re-enrollment invitation for each family
gmail.com
WebRun opens Gmail to draft re-enrollment invitation for each family. - Draft a congratulations and re-enrollment email for each advancing student's family
- Include the student's name, the level they passed, the recommended next class, and a link to enroll
- Save as a draft - do not send until a staff member reviews and approves
Done when One unsent draft invitation sits in Gmail for every advancing student.
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3
Slack - alert staff to review and send invitations
slack.com
WebRun opens Slack to alert staff to review and send invitations. - Post a summary to the staff channel listing the advancing students and draft count
- Include a Gmail Drafts link and a note about which classes have limited spots
Done when Staff see an actionable Slack summary and can approve drafts before classes fill.
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 enroll the student in the next level automatically?
No. WebRun only drafts the invitation email. The family still chooses to enroll, and staff review the draft before it is sent.
What if there are no open spots in the next level?
If no matching class has availability, WebRun flags the student in the Slack summary so staff can decide whether to open a waitlist spot or suggest an alternative time.
How does it know a student is ready to advance?
It reads the skills or progress flags set by the instructor inside iClassPro, so a student only appears in the list after their instructor has formally marked them as ready.
Related templates
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