Automated waitlist notifications and management

Purpose

1.1. Streamline waitlist management for adventure sports bookings, automating notifications, status updates, and slot reallocations to improve customer experience and maximize occupancy.
1.2. Eliminate manual tracking, reduce human error, and enable instant communications for open-up slots, cancellations, or changes in participant availability.
1.3. Provide real-time status updates and efficient slot allocation, making operations responsive while ensuring fairness and transparency to customers.

Trigger Conditions

2.1. Customer adds self to activity/event waitlist via web form, app, or booking system.
2.2. Reserved slot becomes available due to cancellation, reschedule, or overbooking fix.
2.3. Administrator releases new capacity, triggers run to fill open slots from waitlist.
2.4. Customer responds within defined window; otherwise, next on waitlist is notified.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Programmable Messaging API; set SMS workflows for instant waitlist slot updates to mobile; sample: configure webhook for status-change event.
3.2. SendGrid
• Feature/Setting: Transactional Email API; auto-send email for slot offers or confirmation; sample: configure dynamic email template with slot details.
3.3. Slack
• Feature/Setting: Incoming Webhooks; alert internal channels when waitlist is active or completed; sample: push JSON to specific staff channel.
3.4. Microsoft Teams
• Feature/Setting: Connector/Webhook URL; route waitlist notifications to admin group; sample: set up ‘Waitlist Activity’ channel connector.
3.5. WhatsApp Business API
• Feature/Setting: Send outbound notifications when slot available; use template messages.
3.6. Gmail API
• Feature/Setting: Draft and send waitlist notification/confirmation emails; trigger based on slot release.
3.7. Outlook Graph API
• Feature/Setting: Send calendar invites to confirm slot upgrades; auto-schedule follow-up.
3.8. HubSpot
• Feature/Setting: Use Workflows to move contacts through waitlist pipeline; trigger email/SMS upon changes.
3.9. Salesforce
• Feature/Setting: Process Builder/Flow for automated updates, customer records, and notifications.
3.10. ActiveCampaign
• Feature/Setting: Automation builder for targeted emails and SMS on status changes.
3.11. Mailchimp
• Feature/Setting: Transactional emails for waitlist offers, onboarding, and reminders.
3.12. Zoho CRM
• Feature/Setting: Workflow rules automatically update waitlist status and trigger notifications.
3.13. Google Sheets
• Feature/Setting: Scripts to update, sort, and notify leads when positions change.
3.14. Airtable
• Feature/Setting: Automations to move records, trigger slot-offer notifications, update status.
3.15. Calendly
• Feature/Setting: Webhook/Integration for open slot detection, triggering waitlist notifications.
3.16. Eventbrite
• Feature/Setting: Event waitlist and auto-notify; webhook for slot release.
3.17. Shopify
• Feature/Setting: Custom waitlist app/API; trigger email or SMS on restock/activity opening.
3.18. Stripe
• Feature/Setting: Webhooks for payment confirmation on slot allocation; automate refund for non-response.
3.19. Zapier
• Feature/Setting: Multi-app triggers and actions for cross-platform slot release, notification, and logging.
3.20. Typeform
• Feature/Setting: Collect waitlist entries; Webhook to trigger automated flows on submission.
3.21. Intercom
• Feature/Setting: Trigger in-app messages or emails when status changes in customer portal.
3.22. Trello
• Feature/Setting: Move cards between waitlist/confirmed columns and notify involved parties.

Benefits

4.1. Enhances customer satisfaction through prompt communication.
4.2. Maximizes participation rates and minimizes revenue loss from empty slots.
4.3. Reduces admin burden and manual errors.
4.4. Provides clear, auditable history of waitlist management and communications.
4.5. Scales easily with multiple locations or high volume activity centers.