Automated Swim School New Family Onboarding
Every morning, WebRun checks iClassPro for families who enrolled for the first time in the past 24 hours, drafts a comprehensive welcome email with their class details, pool rules, and what to bring, and alerts the front-desk team in Slack so the new family gets a warm first impression.
How do I automatically welcome and onboard new swim lesson families?
WebRun checks iClassPro each morning for first-time enrollments in the past 24 hours, drafts a personalized welcome email for each new family with their class details, pool policies, and a parent portal link, then alerts front-desk staff in Slack. Staff review the draft and send it so every new family gets a warm, prepared welcome.
- New families receive a complete welcome before their first lesson without manual drafting
- Front-desk staff get a heads-up with first-class dates to prepare a personal greeting
- Returning re-enrolling families are excluded automatically from the new-family sequence
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 new first-time enrollments from the past 24 hours
iclasspro.com
WebRun opens iClassPro to find new first-time enrollments from the past 24 hours. - Open iClassPro and check for families who completed their first enrollment in the past 24 hours
- Confirm the family does not have a prior enrollment history to avoid re-sending a welcome
- Collect the student name, class name, first class date, instructor name, and parent contact email
Done when Every brand-new enrolling family has full class and contact details collected.
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2
Gmail - draft a welcome email with class and policy details
gmail.com
WebRun opens Gmail to draft a welcome email with class and policy details. - Draft a warm welcome email including the student's class name, day, time, and instructor
- Include pool entry instructions, what to bring (swimsuit, towel, goggles), and parking details
- Add a link to the parent portal in iClassPro for scheduling and account management
- Save as a draft - do not send until staff reviews and approves
Done when One complete, unsent welcome draft exists in Gmail for each new family.
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3
Slack - alert front-desk staff to review and send welcome emails
slack.com
WebRun opens Slack to alert front-desk staff to review and send welcome emails. - Post a new-family alert to the front-desk channel listing each new enrollment
- Include the student name, class, and first class date so staff can prepare a personal greeting
Done when Front-desk staff have a heads-up for every new family arriving this week.
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 send the welcome email to new families automatically?
No. The welcome email is saved as a Gmail draft for staff to personalize and approve before sending. Nothing goes to a family without a human review.
What if a returning family re-enrolls after a gap?
WebRun checks enrollment history in iClassPro to identify true first-time enrollments. Returning families are excluded from the new-family welcome sequence.
Can I customize what goes in the welcome email?
Yes. You provide a template or example when setting up the workflow, and WebRun uses your content to draft each family's welcome email with their specific class details filled in.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.