Automate waiting list management for oversubscribed events

Purpose

1.1. Automate waiting list management when events or seminars exceed capacity for Aikido schools.
1.2. Instantly notify waitlisted participants if a slot becomes available.
1.3. Ensure compliance with event size limits, reduce manual oversight, and maintain participant experience and fairness.
1.4. Integrate with registration, communication, and calendar systems to handle status updates in real-time.
1.5. Eliminate the risk of double-bookings or unmet demand through seamless handoffs.
1.6. Track and log all waiting list movements for administrative audit and analytics purposes.

Trigger Conditions

2.1. Event registration reaches maximum set limit.
2.2. A registered attendee cancels or fails to confirm within a timeframe.
2.3. Manual admin adjustment signals slot availability.
2.4. Scheduled automated checks detect vacant spots.
2.5. Waitlisted individual clicks an RSVP/confirmation link within specified window.

Platform Variants

1. Twilio

• Feature/Setting: Programmable Messaging API — send SMS notifications to waitlisted members; set webhook for slot availability.
  

2. SendGrid

• Feature/Setting: Mail Send API — dispatch waitlist confirmation or slot-invitation emails; configure template triggers on event update.
  

3. Google Calendar API

• Feature/Setting: Calendar Events — auto-update participant lists; manage event participants and notifications with event resource.
  

4. Google Sheets API

• Feature/Setting: Append and Update Cell — real-time waitlist, registration, and vacancy tracking; set triggers on row changes.
  

5. Salesforce

• Feature/Setting: Process Builder or Flows — automate updating waitlist status fields, and email/SMS tasks when conditions change.
  

6. Microsoft Outlook Calendar API

• Feature/Setting: Event Attendees Update — edit invitees programmatically; trigger notifications when attendee list changes.
  

7. Airtable

• Feature/Setting: Automations and Webhooks — move contact from Waitlisted to Registered view; dispatch emails via integration.
  

8. Zendesk

• Feature/Setting: Triggers & Automations — auto-create follow-up ticket when a user moves from waitlist to confirmed, alert admin.
  

9. Slack

• Feature/Setting: Incoming Webhooks or Bot Users — post notification to admin or instructor channel when waitlisted student fills slot.
  

10. Zoom

• Feature/Setting: Zoom API — adjust webinar registration status, notify registrants automatically, track updated participant list.
  

11. Stripe

• Feature/Setting: PaymentIntents and Webhooks — auto-collect or release payments when waitlisted students are promoted.
  

12. Eventbrite

• Feature/Setting: Webhooks and Attendee Management — push/pull waitlist data; auto-notify users through Eventbrite comms.
  

13. Calendly

• Feature/Setting: Event Type Limits + API — automate slot management and update status for group event oversubscription.
  

14. HubSpot

• Feature/Setting: Workflows — change lead/contact properties; trigger marketing or transactional emails when status updates.
  

15. Mailchimp

• Feature/Setting: Automation Triggers — send confirmation, reminders, or slot-available alerts based on tag or status change.
  

16. ActiveCampaign

• Feature/Setting: Automation builder — sequence outbound alerts and confirmations for waitlisted contacts.
  

17. Monday.com

• Feature/Setting: Automations — auto-move pulse/item between boards or groups signaling waitlist promotion or removal.
  

18. Pipedrive

• Feature/Setting: Workflow Automation — shift deals (students) from pipeline stage (waitlist) to next (registered) when slot opens.
  

19. Discord

• Feature/Setting: Bots & Webhooks — send direct messages, role mentions to alert users joining a session via waitlist.
  

20. Trello

• Feature/Setting: Butler Automation — move cards (registrants) from "Waitlist" to "Registered" list and notify stakeholders.
  

21. SurveyMonkey

• Feature/Setting: Webhook Integration — instantly invite next waitlisted respondent to event after a cancellation is recorded.
  

22. Typeform

• Feature/Setting: Hidden Fields & Webhooks — auto-advance waitlisted respondents and trigger custom confirmation or info screen.
  

Benefits

4.1. Eliminates manual intervention and errors in waitlist handling.
4.2. Reduces participant drop-off with instant communication and booking.
4.3. Maximizes event attendance and resource utilization.
4.4. Provides full audit trail and status transparency for admin and registrants.
4.5. Integrates with numerous ecosystems, minimizing software silos.
4.6. Strengthens participant trust and satisfaction through timely, automated updates.