Automated Dance Instructor Substitute Coverage
Every morning, WebRun opens The Studio Director, checks for instructors marked unavailable for upcoming classes, identifies which classes are uncovered, drafts substitute outreach messages for your review, and posts a Slack alert so your team can confirm coverage before the class day.
How do I automatically find and request a substitute when a dance instructor is unavailable?
WebRun checks The Studio Director every morning for classes without a confirmed instructor in the next seven days, drafts a personalised substitute request email for each gap in Gmail, and posts your team a Slack coverage alert sorted by urgency. Staff review and send the drafts, so no class goes uncovered because a message was not sent in time.
- Uncovered classes are caught and drafted for substitute outreach the morning they appear
- Classes with fewer than 48 hours to run are flagged first so staff act fast
- No substitute is contacted without staff approval, keeping communications professional
Built for dance studio owners · studio schedulers · dance school 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
www.thestudiodirector.comin a real browser with your saved login - no setup, no API keys. -
1
The Studio Director - find uncovered classes needing a substitute
thestudiodirector.com
WebRun opens The Studio Director to find uncovered classes needing a substitute. - Open The Studio Director and navigate to the Instructor or Staff section
- Check the next 7 days of the class schedule for any classes without a confirmed instructor
- Identify instructors qualified to cover each uncovered class based on style and level
- Capture each uncovered class's name, date, time, and the list of eligible substitute instructors
Done when Every uncovered class in the next 7 days is listed with eligible substitutes.
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2
Gmail - draft substitute outreach per uncovered class
gmail.com
WebRun opens Gmail to draft substitute outreach per uncovered class. - Draft a friendly substitute request email for each uncovered class, naming the class, date, time, and style
- Address the draft to the first eligible substitute instructor from the list
- Leave every email as a Gmail draft for your staff to review and send
- Never send any substitute request automatically
Done when A review-ready substitute request draft exists in Gmail for each uncovered class.
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3
Slack - alert team to coverage gaps and draft queue
slack.com
WebRun opens Slack to alert team to coverage gaps and draft queue. - Post a Slack alert listing each uncovered class, the date, and the draft email awaiting review
- Flag any class with fewer than 48 hours until it runs at the top of the list
- Note the number of eligible substitutes for each class so staff know how quickly they need to act
Done when Staff have a Slack alert with every coverage gap and the drafts ready to review.
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 contact substitute instructors automatically?
No. Every substitute request is saved as a Gmail draft for your staff to review and send. No instructor is contacted without your team approving the message first.
How does it know which instructors are qualified to cover a class?
It reads instructor profiles and teaching styles in The Studio Director and matches them to the class style and level. You can update instructor profiles there to keep the match list accurate.
What happens once a substitute is confirmed?
Your staff updates the class record in The Studio Director after confirming coverage. On the next morning run, WebRun sees the class is covered and removes it from the coverage alert.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.