Automated Swim School Overdue Tuition Chaser
Every Monday, WebRun opens Jackrabbit Class, finds families with overdue tuition balances, drafts a polite payment reminder for each, and posts your billing team a prioritized Slack list of outstanding amounts so follow-up happens before balances age further.
How do I automatically chase overdue swim tuition payments each week?
WebRun opens Jackrabbit Class every Monday, finds families with past-due tuition balances, and drafts a polite reminder email for each in Gmail. Your billing team gets a prioritized Slack list ranked by days overdue so the oldest balances get attention first, and no reminder reaches a family without staff approval.
- Overdue balances are chased every Monday without manual billing work
- Billing staff get a ranked list so the oldest debts are addressed first
- Families who paid since the last run are excluded automatically
Built for swim schools · aquatic programs · swim lesson billing staff · youth sports finance teams
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.jackrabbitclass.comin a real browser with your saved login - no setup, no API keys. -
1
Jackrabbit Class - find families with overdue balances
jackrabbitclass.com
WebRun opens Jackrabbit Class to find families with overdue balances. - Open Jackrabbit Class and navigate to the billing or accounts-receivable section
- Filter for families with a balance past their due date
- Record the family name, student, amount owed, days overdue, and contact email
- Sort by days overdue so the oldest balances are at the top
- Skip families who already received a reminder in the past 7 days
Done when Every overdue family has a complete record with amount, days overdue, and contact email.
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2
Gmail - draft polite payment reminders
gmail.com
WebRun opens Gmail to draft polite payment reminders. - Draft a polite, on-brand tuition reminder for each family with the balance amount and payment instructions
- For balances under the auto-send threshold you set, leave the draft ready for quick approval
- For larger balances, leave the draft for staff to personalize before sending
Done when A draft reminder sits in Gmail for every overdue family, ready for staff review.
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3
Slack - post prioritized outstanding balance list
slack.com
WebRun opens Slack to post prioritized outstanding balance list. - Post the week's chase list to the billing staff channel, ordered by days overdue
- Include each family's name, balance, and days since the due date
- Flag the largest or oldest balances at the top so billing staff know where to start
Done when Billing staff have this week's prioritized chase list in Slack.
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 families about overdue balances without my approval?
No. Every reminder is saved as a Gmail draft and held for billing staff to review. Nothing is sent to a family until a staff member approves and clicks Send.
Will it drop a student from class if their balance is overdue?
WebRun does not change enrollment status. It only drafts reminders and alerts your billing team. Any enrollment decision stays with your staff.
What if a family paid after the last run but before Monday?
WebRun reads the live balance from Jackrabbit Class each run, so families whose balance has been cleared are excluded from that week's chase list automatically.
Related templates
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