Automated Swim Make-Up Lesson Scheduling
Every morning, WebRun opens iClassPro, finds students who missed a lesson and still have an active make-up window, locates available make-up slots at the right level, drafts an email offering the options, and alerts staff to review before the window closes.
How do I automatically offer make-up lessons to families after an absence?
WebRun checks iClassPro each morning for students who missed a lesson and still have an active make-up window, finds available slots at the right level, and drafts an offer email for each family in Gmail. Staff review and send the drafts so families can reschedule quickly and the make-up window does not expire unused.
- Families receive make-up offers the morning after an absence without manual follow-up
- Expiring make-up windows are flagged so urgent cases are handled first
- Students with already-booked make-ups are excluded automatically each run
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.
-
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 open make-up windows and available slots
iclasspro.com
WebRun opens iClassPro to find absences with open make-up windows and available slots. - Open iClassPro and review attendance records for absences in the past 7 days
- Identify students who missed a lesson and whose make-up window is still open
- Find available make-up class slots at the same or equivalent level within the policy window
- Collect the student name, missed lesson details, available make-up options, and parent email
Done when Every eligible missed lesson has a shortlist of make-up options and parent contact ready.
-
2
Gmail - draft make-up slot offer for each family
gmail.com
WebRun opens Gmail to draft make-up slot offer for each family. - Draft an email for each family listing the available make-up slots with days, times, and enrollment links
- Note the make-up deadline clearly so families know when the offer expires
- Save as a draft - do not send until a staff member approves
Done when One unsent draft make-up offer exists in Gmail for every eligible absent student.
-
3
Slack - alert staff to review and flag expiring windows
slack.com
WebRun opens Slack to alert staff to review and flag expiring windows. - Post a make-up summary to the staff channel listing students with pending drafts
- Flag any students whose make-up window expires within 48 hours so staff prioritize those first
Done when Staff see a prioritized make-up list with urgent expirations highlighted.
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 make-up lesson for the family automatically?
No. WebRun drafts an email offering the available slots, but the family selects and books the slot themselves. Nothing is booked without the family's action.
How does it know what my make-up policy window is?
You set the make-up window (for example, 14 days from the missed lesson) when you configure the workflow, and WebRun applies that rule to every absent student.
What if a student has already booked their own make-up?
WebRun reads the current enrollment and attendance records in iClassPro each run, so students who already have a make-up scheduled are excluded from that day's drafts.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.