Waiting list promotion when spots open

Purpose

1.1. Automate the process where individuals on a waiting list for aero dance classes are proactively notified and can secure newly-available spots.
1.2. Reduce manual administrative overhead in tracking openings, contacting waitlist guests, and reallocating bookings due to cancellations or rescheduling.
1.3. Ensure timely, fair, and traceable spot assignment for prospects who have registered interest but have not yet been enrolled.

Trigger Conditions

2.1. A current class participant cancels or reschedules, freeing up a booking slot.
2.2. System detects an open spot through real-time calendar update or API change.
2.3. The presence of waiting list entries is confirmed for the class in question.
2.4. Earliest-registered waiting list user(s) prioritized according to class rules.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use Programmable Messaging API; configure webhook to trigger SMS upon backend vacancy event.

3.2. SendGrid
• Feature/Setting: Transactional Email API; automate templated email campaign to waitlist user(s) on vacancy.

3.3. Google Sheets
• Feature/Setting: Sheets API; set up onEdit trigger to monitor for class status cell changes, initiate flow.

3.4. Outlook 365
• Feature/Setting: Calendar REST API; configure event watcher for appointment status change, trigger notification.

3.5. Mailchimp
• Feature/Setting: Add subscriber to workflow automation; conditional step applies on waitlist status update.

3.6. Slack
• Feature/Setting: Incoming Webhooks; send channel or direct message to instructors/admin on spot opening and promotion sent.

3.7. Salesforce
• Feature/Setting: Flow Builder or Apex Trigger; configure to watch Booking or Event object.

3.8. Zapier
• Feature/Setting: Configure “Booking Cancelled” as trigger, chain with Notification and Update actions to waitlist.

3.9. Airtable
• Feature/Setting: Automations feature; when spot available record is flagged, send email or SMS using app integrations.

3.10. ActiveCampaign
• Feature/Setting: Automation Builder; pipeline from contact field update (waitlist status) to immediate email/SMS send.

3.11. Hubspot
• Feature/Setting: Workflow Automation; triggered by property update in booking pipeline.

3.12. Eventbrite
• Feature/Setting: Webhook to external server on ticket cancellation, REST API to update attendee status.

3.13. Acuity Scheduling
• Feature/Setting: Webhook or Zapier integration for appointment remove, notifying relevant contacts.

3.14. Google Calendar
• Feature/Setting: API push notifications; detect free slot, drive flow to automate outreach.

3.15. Microsoft Teams
• Feature/Setting: Adaptive Cards via webhook to alert admins or bots for manual override if needed.

3.16. Discord
• Feature/Setting: Bot using Discord Webhooks/API; post in dedicated class update channel.

3.17. Stripe
• Feature/Setting: Billing webhook for refunded/cancelled payment, trigger user contact about availability.

3.18. WhatsApp Business API
• Feature/Setting: Template message send; automate outreach to next-in-line using official API.

3.19. Typeform
• Feature/Setting: API event upon completed cancellation form, trigger waitlist routines.

3.20. Monday.com
• Feature/Setting: Automations; “when status changes to available,” notify waiting list contact fields.

3.21. Square Appointments
• Feature/Setting: Webhook for appointment deletion or modification, initiate notification sequence.

3.22. Wix Bookings
• Feature/Setting: Wix Automations for class cancellation, send email or SMS to waitlist subscribers.

Benefits

4.1. Speeds up class fill-rate with zero manual intervention for staff.
4.2. Enhances fairness and transparency for prospective students.
4.3. Reduces missed revenue due to unfilled spots.
4.4. Delivers professional, timely communication enhancing brand trust.
4.5. Flexible configuration across diverse booking, notification, and customer management software.