Automated Swim Trial to Enrollment Follow-Up
Every morning, WebRun opens iClassPro, finds families who attended a trial lesson in the past 24 hours but have not yet enrolled, drafts a warm follow-up invitation with enrollment details, and alerts staff in Slack to review and send while interest is at its peak.
How do I automatically follow up with families after a trial swim lesson?
WebRun checks iClassPro each morning for families who attended a trial lesson in the past 24 hours but have not yet enrolled. It drafts a warm, personalized follow-up email for each family with enrollment details and an enrollment link, then alerts staff in Slack so the message goes out while interest is at its peak.
- Trial families receive a personalized invitation within 24 hours of their lesson
- Already-enrolled trial families are excluded automatically from every run
- Staff approve one Slack alert instead of manually tracking which trial families to contact
Built for swim schools · aquatic programs · swim lesson coordinators · youth sports enrollment 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 trial attendees not yet enrolled
iclasspro.com
WebRun opens iClassPro to find trial attendees not yet enrolled. - Open iClassPro and review attendance for trial or introductory lesson slots in the past 24 hours
- Identify families who attended the trial but do not have an active ongoing enrollment
- Collect the student name, trial class level, recommended next class, and parent contact email
Done when Every trial attendee without an active enrollment has a family record and contact ready.
-
2
Gmail - draft a follow-up enrollment invitation
gmail.com
WebRun opens Gmail to draft a follow-up enrollment invitation. - Draft a warm, personalized follow-up email for each family referencing their child's trial class
- Include the recommended enrollment option, class schedule, pricing overview, and a link to enroll
- Save as a draft - do not send without staff review and approval
Done when One unsent follow-up draft exists in Gmail for every qualifying trial family.
-
3
Slack - alert staff to send invitations within 24 hours
slack.com
WebRun opens Slack to alert staff to send invitations within 24 hours. - Post an alert to the staff channel listing the trial families with pending drafts
- Note that outreach within 24 hours converts at the highest rate so staff know to prioritize
Done when Staff have a time-sensitive Slack alert and can approve and send drafts quickly.
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 family or charge them automatically after a trial?
No. WebRun only drafts the follow-up invitation. Enrollment and payment are completed by the family, and the draft is held until a staff member approves and sends it.
What if the trial family already enrolled on their own?
WebRun checks for an active enrollment in iClassPro before each run, so families who enrolled on their own are excluded from the follow-up drafts automatically.
Can it send a second follow-up if the family does not respond?
Yes. You can configure a second follow-up window (for example, 3 days after the first) so families who did not respond receive one more invitation before they are removed from the sequence.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.