Fill open swim class spots from your waitlist automatically
Every morning, WebRun checks iClassPro for open spots caused by cancellations, matches each opening to the top waitlisted family for that class and time, drafts an offer email, and pings staff in Slack so the spot is offered before it goes to waste.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically fill open swim class spots from my waitlist?
WebRun checks iClassPro each morning for spots that opened due to cancellations, matches each opening to the top waitlisted family for that class and time, and drafts a spot-offer email in Gmail. Staff get a Slack summary and approve the drafts before any family is contacted, so open slots fill fast without manual coordination.
- Open spots are matched to waitlisted families the same morning a cancellation occurs
- Classes stay closer to capacity without manual waitlist management
- Staff approve one Slack alert instead of manually scanning the waitlist
Built for swim schools · aquatic centers · swim lesson coordinators · youth sports programs
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 open spots and match to waitlisted families
iclasspro.com How to Automate iClassPro
WebRun opens iClassPro to find open spots and match to waitlisted families. - Open iClassPro and check the class schedule for sessions with available spots below capacity
- Identify which spots opened due to a recent cancellation or withdrawal
- Pull the waitlist for each affected class, ordered by date added
- Collect the top waitlisted family's name, contact email, and the class details for each open spot
Done when Every open spot has a matched waitlisted family with contact information ready.
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2
Gmail - draft a spot-offer email for each matched family
gmail.com How to Automate Gmail
WebRun opens Gmail to draft a spot-offer email for each matched family. - Draft an offer email for each matched family with the class name, day, time, and enrollment link
- Set a clear response window in the draft (for example, 24 hours to claim the spot)
- Save as a draft - do not send until staff reviews and approves
Done when One unsent offer draft exists in Gmail for each open spot with a matched waitlisted family.
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3
Slack - alert staff to review and send offers
slack.com How to Automate Slack
WebRun opens Slack to alert staff to review and send offers. - Post a summary to the staff channel listing each open spot, the class, and which family is being offered
- Flag any class where the entire waitlist was exhausted so staff can open additional marketing
Done when Staff have a clear Slack list of which spots are being offered to which families.
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 waitlisted family automatically?
No. WebRun drafts the offer email and waits for staff approval before anything is sent. The family still needs to accept and complete enrollment on their own.
What if no one is on the waitlist for that class?
If a class has an open spot but no waitlisted families, WebRun flags it in the Slack summary so staff can decide whether to promote the opening or leave it.
What if the same family is on multiple waitlists?
WebRun processes each class independently and notes the family name in the Slack summary, so staff can spot duplicates and coordinate before sending.
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