Waitlist management automation for fully booked classes

Purpose

1.1. Automate notification and waitlist management when Aikido classes reach capacity.
1.2. Capture, sort, and manage interested members for full classes, notifying them if/when an opening occurs.
1.3. Enable seamless registration for vacant spots, ensure no manual follow-up is needed by staff, and log every change in real time.
1.4. Automatically update membership databases, send confirmations, and sync with calendar/events solutions for instructors and students.

Trigger Conditions

2.1. Member attempts registration for a class already marked as full in the scheduling system.
2.2. Cancellation or “no show” reported in class roster, freeing a spot.
2.3. Admin marks additional spaces open or changes capacity in backend.
2.4. Waitlisted member opts out, triggering further notifications.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Messaging API — Configure SMS trigger for waitlist offers and confirmations using webhook endpoint.
3.2. SendGrid
• Feature/Setting: Transactional Mail API — Send templated email offers and confirmations for class entry.
3.3. Google Sheets
• Feature/Setting: API/Script trigger — Maintain dynamic waitlist and log updates, integrated via Apps Script.
3.4. Salesforce
• Feature/Setting: Process Builder with Platform Events — Add leads to class waitlist, trigger tasks when spots are open.
3.5. Slack
• Feature/Setting: Incoming Webhooks — Notify staff channels when capacity or interest threshold is triggered.
3.6. Facebook Messenger API
• Feature/Setting: Handover Protocol — Push instant notifications to waitlisted users.
3.7. Zoom
• Feature/Setting: Meeting/Webinar Registration — Sync class status, fill openings automatically from the waitlist.
3.8. Zapier
• Feature/Setting: “Catch Hook” — Waitlist join/cancellation triggers external workflow for multi-platform notification.
3.9. Typeform
• Feature/Setting: Response Webhook — Intake sign-ups for full classes; route to CRM or messaging tools.
3.10. ActiveCampaign
• Feature/Setting: Automation Workflow — Email/SMS triggered for waitlist movement; tagging for tracking.
3.11. Acuity Scheduling
• Feature/Setting: Webhook/API — Manual/automatic waitlist enablement and idle spot notifications.
3.12. Calendly
• Feature/Setting: API Event Changed Webhook — Detects new openings, triggers waitlist sequence.
3.13. SugarCRM
• Feature/Setting: Logic Hooks — Automate lead-to-waitlist assignment, notification dispatch.
3.14. HubSpot
• Feature/Setting: Workflow Automation + Custom Properties — Waitlist status update and email/SMS chains.
3.15. Outlook 365
• Feature/Setting: Calendar Webhook — Link class schedule and automatically alert waitlist via mail merge.
3.16. Gmail
• Feature/Setting: Script/App — Auto-send templated waitlist notifications and confirmations based on trigger.
3.17. Monday.com
• Feature/Setting: Automations — Waitlist item movement triggers, notification and assignment rules.
3.18. Pipedrive
• Feature/Setting: Automations — Moves prospects in/out waitlist pipeline, auto-email on status change.
3.19. Notion
• Feature/Setting: Database API — Tracks members, class details, and triggers notification templates.
3.20. Jotform
• Feature/Setting: Submission Webhook — Capture waitlist sign-ups, feed to external triggers, send follow-ups.

Benefits

4.1. Eliminates manual waitlist tracking, saving administrative effort.
4.2. Reduces no-show risk and ensures high class occupancy.
4.3. Enhances member experience through timely notifications and efficient communication.
4.4. Provides actionable analytics and real-time reporting for class attendance and demand.