iClassPro Automated Coach Certification Expiry Tracking
Every Monday, WebRun checks coach and staff certification expiry dates stored in iClassPro and a Google Sheet tracking log, identifies anyone whose CPR, USA Gymnastics, or SafeSport credential expires within 60 days, and posts a prioritized alert to Slack so the gym director can act before a deadline is missed.
How do I automatically track gymnastics coach certification expiry dates?
WebRun checks iClassPro and a Google Sheet certification log every Monday, flags any coach or staff member whose CPR, USA Gymnastics, or SafeSport credential expires within 60 days, and posts a ranked Slack alert to the gym director. Red items expiring within 30 days are listed first so renewals are never missed.
- Expiring certifications are caught 60 days out, not the day after they lapse
- The gym director gets a ranked weekly alert with days remaining per credential
- Coach renewal outreach is always handled by a human, never automated
Built for gymnastics gym directors · studio compliance managers · cheer and tumbling gym owners · youth sports program 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 - read staff certification records
iclasspro.com
WebRun opens iClassPro to read staff certification records. - Open iClassPro and navigate to the Staff section
- Read each staff member's certification records and expiry dates on file
- Capture name, role, certification type, and expiry date for each credential
Done when All staff certification records are read with their current expiry dates.
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2
Google Sheets - cross-check expiry dates in tracking log
google.com
WebRun opens Google Sheets to cross-check expiry dates in tracking log. - Compare the iClassPro records against the certification tracking sheet to fill any gaps
- Flag any certification expiring within 60 days as orange and any expiring within 30 days as red
- Update the last-checked date for each record
Done when The certification log is updated and all near-expiry credentials are flagged by color.
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3
Slack - post certification expiry alerts
slack.com
WebRun opens Slack to post certification expiry alerts. - Post a weekly certification status alert to the gym-director Slack channel
- List certifications expiring within 30 days first, then within 31 to 60 days
- Include each staff member's name, credential type, and days remaining
Done when The gym director has this week's certification expiry alert 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
Which certifications does it track?
It tracks any certification recorded in iClassPro or your Google Sheet log, including CPR, USA Gymnastics professional membership, SafeSport training, and any custom credentials your gym requires.
Does it contact coaches directly about their expiring certification?
No. WebRun posts the alert to the gym director's Slack channel only. Any direct communication to a coach about renewal is left to the director to handle personally.
What if a coach renews their certification mid-week?
On the next Monday run WebRun reads the updated expiry date from iClassPro or the tracking sheet and the coach will drop off the expiry list automatically.
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