**1. Purpose**
1. Automate waitlist management for fully booked firearms training sessions.
2. Automatedly capture and organize potential participants when sessions are at capacity.
3. Automate notification process as slots open, ensuring efficient seat allocation and participant engagement.
4. Automate real-time updating of waitlists and registrant status, minimal manual intervention.
5. Automate communication flow for confirmations, rejections, or slot offers.
6. Centralize all waitlist and registration automation data for instant access.
7. Automate reporting and analytics of waitlist trends and fulfillment rates.
8. Automate audit trails for compliance and administrative transparency.
**2. Trigger Conditions**
1. Registration maximum reached for a specific session.
2. Manual move of a registrant to waitlist by administrator.
3. Automated cancellation by a confirmed participant.
4. Scheduled automated review window (e.g., daily/weekly) for open slots.
5. Automated payment failure or timeout moves registrant to waitlist.
6. Participant withdrawal automatedly triggers slot release.
**3. Platform Variants**
1. Twilio SMS
- Feature/Setting: Automate SMS slot offers & confirmations; use Messaging API, set up automate triggers for full and open status.
2. SendGrid
- Feature/Setting: Automated email waitlist notifications; configure Email API automated alerts on slot availability.
3. Airtable
- Feature/Setting: Automate database for waitlist entries and session status; set automated formula fields for triggers.
4. Google Sheets
- Feature/Setting: Automate sheet integration for real-time waitlist updates; use AppScript triggers on cell change.
5. Calendly
- Feature/Setting: Automate integration for session slot monitoring; use webhook triggers when fully booked.
6. Zendesk
- Feature/Setting: Automate ticket creation for new waitlist entries; enable automated workflow triggers for status changes.
7. Salesforce
- Feature/Setting: Automate contact enrichment on new waitlist entry; configure Flow automation in Service Cloud.
8. HubSpot
- Feature/Setting: Automate waitlist pipeline; activate Workflow automation for email and SMS on slot opening.
9. Slack
- Feature/Setting: Automate internal notifications; setup Incoming Webhooks to alert staff when slots free up.
10. Mailchimp
- Feature/Setting: Automated email sequence for waitlisted users; use Customer Journey automation.
11. Zoom
- Feature/Setting: Automate attendee list sync with sessions; enable API-driven update for dropped or canceled seats.
12. Eventbrite
- Feature/Setting: Automate event registration; activate Waitlist API for automated waitlist management.
13. ClickSend
- Feature/Setting: Automate SMS and email; use REST API to trigger communications on waitlist movements.
14. Zoho CRM
- Feature/Setting: Automate leads/contacts on waitlist; set Blueprint automation on record update.
15. Notion
- Feature/Setting: Automated page or database updates; use API to trigger notification changes for waitlist status.
16. Microsoft Teams
- Feature/Setting: Automate staff alerts; configure automated message posts with Graph API.
17. Stripe
- Feature/Setting: Automate payment status trigger; set webhook for confirming slots by payment completion or timeout.
18. Google Calendar
- Feature/Setting: Automated event entry for moved-up waitlisted users; use Calendar API to automate slot reallocation.
19. DocuSign
- Feature/Setting: Automate compliance forms; trigger signature request when waitlist user gets a slot.
20. Typeform
- Feature/Setting: Automate waitlist registration intake; use webhook to capture and forward responses to waitlist workflow.
21. Microsoft Power Automate
- Feature/Setting: Automate flow orchestration across apps; use templates to build cross-platform waitlist automations.
22. Freshdesk
- Feature/Setting: Automate ticket generation for waitlist requests; use Freshdesk Automator for SLA and reminders.
**4. Benefits**
1. Automates session slot allocation, reducing administrative workload.
2. Automated communication minimizes participant dropout and confusion.
3. Automator ensures compliance with capacity policies and firearms training regulations.
4. Waitlist automation improves participant satisfaction through timely updates.
5. Automated audit trails and analytics support performance tracking and process improvements.
6. Multi-channel automating provides seamless experience for staff and participants.
7. Centralized automation avoids double-booking and manual errors.
Course Management & Registration