Waitlist notification and management

Purpose

1. Instantly notify clients when a spot becomes available in aerial dance classes by automating waitlist monitoring, slot allocation, and follow-up communication.

2. Reduce manual effort, minimize missed revenue from unfilled slots, and ensure a seamless client experience through timely alerts and streamlined management.

3. Automate adding, updating, and deleting waitlist records, including real-time check of class capacity, to enable rapid filling of cancellations or no-shows.

4. Provide multichannel notifications, manage client responses (accept/decline), and sync status to CRM and class management tools.

Trigger Conditions

1. New client added to class waitlist.

2. Class slot becomes available via cancellation, reschedule, or no-show.

3. Confirmation of slot acceptance or decline by the waitlisted client.

4. Pre-class reminders to fill available slots if waitlist is not empty.

Platform Variants

1. Twilio SMS

• Feature/Setting: Messaging API, configure trigger for outbound SMS on slot availability event; use sender phone number and recipient mapping.
  

2. SendGrid

• Feature/Setting: Transactional Email API, set up automated email template with dynamic fields (client, class, time); trigger on slot update.
  

3. Slack

• Feature/Setting: Incoming Webhooks, configure channel posts for internal staff on waitlist changes and slot fills; map class and client info to message.
  

4. Mailchimp

• Feature/Setting: Automated Email Sequence, trigger flow using “Audience segment joins waitlist tag” and send waitlist status updates.
  

5. Salesforce

• Feature/Setting: Process Builder/Flow to update waitlist custom object and email/SMS notification; configure object triggers on change.
  

6. HubSpot

• Feature/Setting: Workflow Automation, launch sequence emailing or texting client when contact property (waitlist status) changes.
  

7. Google Sheets

• Feature/Setting: Scripted automation/Google Apps Script on edit for waitlist columns; send email/SMS via connected services on row change.
  

8. ActiveCampaign

• Feature/Setting: If/Then automation; set up steps on contact tag update for class slot notification emails and follow-ups.
  

9. Zoho CRM

• Feature/Setting: Workflow Rules on “Waitlist” module and trigger notification via Zoho Mail/SMS integration.
  

10. Airtable

• Feature/Setting: Airtable Automations for record change (waitlist → available); send notification using connected platforms.
  

11. WhatsApp Business API

• Feature/Setting: Automated message templates triggered by webhook when class status updates to available.
  

12. Facebook Messenger

• Feature/Setting: Chatbot flow; auto-message client when added/removed from waitlist and slot available.
  

13. Microsoft Teams

• Feature/Setting: Automated channel messages via Microsoft Power Automate; alert staff about waitlist/client slot actions.
  

14. Calendly

• Feature/Setting: Webhook or integration to monitor booking status; trigger notification on slot cancellation and next-waitlisted contact.
  

15. Zoom

• Feature/Setting: Meeting Registration API to update meeting/class capacity and notify waitlist when vacancies occur.
  

16. Shopify

• Feature/Setting: Scripted automation or app on product/class inventory update to notify interested/waitlist clients.
  

17. Eventbrite

• Feature/Setting: Webhook for ticket cancellation; trigger to notify waitlisted guests via email/SMS API.
  

18. Pipedrive

• Feature/Setting: Automation workflows; monitor deal/pipeline for status change (waitlist) and notify clients.
  

19. Trello

• Feature/Setting: Butler Automation; trigger card movement (class slot empty/full) and send email to waitlist user.
  

20. Discord

• Feature/Setting: Bot integration to send direct messages to waitlisted clients when class slots open.
  

21. Google Calendar

• Feature/Setting: Calendar API with webhooks to detect cancellations and trigger notifications to waitlisted emails.
  

22. Klaviyo

• Feature/Setting: SMS/email automation triggered when user enters waitlist segment or when slot opens.
  

23. Typeform

• Feature/Setting: Webhook for new form entry (waitlist sign-up); kick off notification sequence when slot triggers.
  

24. Intercom

• Feature/Setting: Automated message triggered when waitlist attribute is updated for user profile.
  

Benefits

1. Eliminates manual outreach and speeds up class filling, maximizing attendance.

2. Enhances client experience with prompt, personalized communication.

3. Reduces staff workload on repetitive admin tasks.

4. Increases retention rate by responding to high demand efficiently.

5. Enables seamless, traceable communication logs and status updates for administrators.

6. Improves data consistency across CRM, class booking, and communication tools.