Waitlist notifications for full events

Purpose

1.1. Automate waitlist notification processes for hunting areas when events (hunts, workshops, excursions) become fully booked.
1.2. Automates tracking of event capacity and manages customer queues in real time, ensuring interested participants receive instant updates.
1.3. Automating communications reduces manual oversight, increases customer satisfaction, and prevents missed opportunities from late or manual notifications.
1.4. This automation notifies waitlisted customers when spots are released due to cancellations, payment failures, or increases in event capacity.
1.5. Automatedly records actions (notified, responded, booked) for administrative analysis in customer management or booking systems.

Trigger Conditions

2.1. Event reaches full capacity (automatically detected in booking system).
2.2. A registered attendee cancels or fails to pay within a set time limit.
2.3. An admin increases event capacity, opening new available spots.
2.4. Waitlist is not empty and next-in-line can be invited.
2.5. Automated batches trigger if multiple cancellations happen at once.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use Messaging API to automate sending personalized SMS to waitlisted customers when slots open; configure SMS template with event and booking link.

3.2. SendGrid
• Feature/Setting: Automate notification emails by configuring Transactional Templates in the Email API, inject dynamic content for event and waitlist details.

3.3. Microsoft Teams
• Feature/Setting: Use Incoming Webhooks in relevant channels to automatedly alert staff or admins about waitlist progressions.

3.4. Slack
• Feature/Setting: Utilize Slack API chat.postMessage to automate alerts directly to operations channels or individual team members.

3.5. Google Calendar
• Feature/Setting: Automate event updates through Calendar API notifications for both admins and customers.

3.6. Mailgun
• Feature/Setting: Employ Mailgun messages API to automate triggered messages to segmented waitlist emails.

3.7. HubSpot
• Feature/Setting: Use Workflows automation to send notification emails, update lead status, and log customer interactions.

3.8. Salesforce
• Feature/Setting: Automate outbound messaging and contact workflow triggers inside Salesforce Marketing Cloud or Service Cloud.

3.9. Zapier
• Feature/Setting: Create Zaps to automate cross-platform event monitoring and multi-channel notifications.

3.10. ActiveCampaign
• Feature/Setting: Use Automations to queue and segment notification emails for full events and open spots.

3.11. Pipedrive
• Feature/Setting: Automate activities by creating deals or custom activities via Pipedrive API triggers.

3.12. Intercom
• Feature/Setting: Use Custom Bots or automated messaging triggers for in-app or SMS/outbound notifications.

3.13. Mailchimp
• Feature/Setting: Automate using Customer Journey Automations with branching logic for waitlists.

3.14. Airtable
• Feature/Setting: Use Airtable Automations and Webhooks to log waitlist changes and fire notifications.

3.15. Google Sheets
• Feature/Setting: Automate trigger-based actions using Google Apps Script to email or SMS next-in-line customers.

3.16. Outlook 365
• Feature/Setting: Use Power Automate flows to automate calendar notifications and incoming/outgoing email warnings.

3.17. Freshdesk
• Feature/Setting: Automate ticket creation and auto-responses via Freshdesk Automations when waitlist conditions are met.

3.18. Zendesk
• Feature/Setting: Automate Zendesk Triggers to send proactive support emails when customers move off waitlist.

3.19. WhatsApp Business API
• Feature/Setting: Configure Template Messages to automatedly update clients via instant messaging.

3.20. Facebook Messenger
• Feature/Setting: Automate chatbot notifications using Messenger Send API triggered by booking system updates.

3.21. ClickSend
• Feature/Setting: Automate SMS, email, or voice calls to notify waitlisted participants through ClickSend APIs.

3.22. Constant Contact
• Feature/Setting: Use Automated Email Series to inform prospective attendees when event space reopens.

3.23. Eventbrite
• Feature/Setting: Automate alerting and waitlist invitations using Eventbrite’s Webhooks and attendee notification settings.

Benefits

4.1. Automates real-time communication, eliminating manual call or email chains.
4.2. Automated notifications accelerate bookings from interested clients, filling vacant spots instantly.
4.3. Easily integrates into multi-channel communication strategies for broader reach and reliability.
4.4. Automatedly generates logs for later review, supporting continuous process improvement and compliance.
4.5. Enhances customer experience by automating timely and relevant updates, reinforcing trust and engagement.