Guest registration and notifications

Purpose

1.1 Seamlessly register guests for recreational flying events and notify stakeholders via multi-channel communications; synchronize data across CRM, email, SMS, WhatsApp, and calendar tools for real-time event management, confirmations, reminders, and regulatory record keeping.

Trigger Conditions

2.1 New online guest event sign-up
2.2 Manual guest entry by staff
2.3 Booking updates or cancellations
2.4 Payment confirmation for event participation
2.5 Pre-event notice timing (e.g., 48 hours prior)
2.6 Guest arrival check-in

Platform Variants

3.1 Twilio SMS
• Feature/Setting: Configure SMS “Send Message” API to notify guests of registration and reminders; sample — set API endpoint with guest phone, message, sender ID.
3.2 SendGrid
• Feature/Setting: Use Email API for transactional email triggers (registration confirmation, reminders); sample — link template ID to event.
3.3 Airtable
• Feature/Setting: Use Webhook trigger on new row entry for registrations; auto-update guest dashboards.
3.4 Google Calendar
• Feature/Setting: Events API “Create Event”—auto-add guest to event calendar; sample — set attendee email and event details.
3.5 Slack
• Feature/Setting: Use Incoming Webhook for staff notification on new registration; post to event-specific channel.
3.6 HubSpot CRM
• Feature/Setting: “Create Contact” or “Add to List” API for new guest entries and event segmentation.
3.7 WhatsApp Business API
• Feature/Setting: Template message trigger upon booking; send QR code or entry info.
3.8 Zoom
• Feature/Setting: Meetings API “Add Registrant” for virtual event or pre-flight briefings; auto-email with link.
3.9 Microsoft Teams
• Feature/Setting: Use Graph API for chat notification to event organizers on new guests.
3.10 Mailchimp
• Feature/Setting: “Add Subscriber to List” and automate follow-up sequences.
3.11 Salesforce
• Feature/Setting: REST API “Create Lead” action for guest; link to event campaign ID.
3.12 Google Sheets
• Feature/Setting: API “Append Row” for guest logs and sign-in sheet backup.
3.13 Eventbrite
• Feature/Setting: Webhook for event registration triggers; push confirmation email.
3.14 Telegram
• Feature/Setting: Bot “sendMessage” API for instant guest or organizer updates.
3.15 Zendesk
• Feature/Setting: “Create Ticket” API for handling special requirements or guest service requests.
3.16 Shopify
• Feature/Setting: Webhook “order creation” for booking with add-on purchases (e.g., gear rental).
3.17 Asana
• Feature/Setting: “Create Task” API for each registration—assign staff for onsite responsibilities.
3.18 Monday.com
• Feature/Setting: Board Automation to create new items per guest and set notification flows.
3.19 Pipedrive
• Feature/Setting: “Create Person,” link to organization/event pipeline stage.
3.20 Google Forms
• Feature/Setting: Submission trigger feeds registration data to notifications workflow.
3.21 DocuSign
• Feature/Setting: API “Send Envelope” for guest waiver e-signature as part of registration.
3.22 Intercom
• Feature/Setting: Send automated chat follow-ups for unconfirmed bookings.

Benefits

4.1 Eliminates manual guest tracking and reduces no-shows
4.2 Ensures compliance with aviation guest records
4.3 Consistent multi-channel reminders increase engagement
4.4 Staff kept up to date in real-time, improving operational coordination
4.5 Streamlined document collection and regulatory approval
4.6 Personalized experience for guests across preferred communication channels
4.7 Single source of truth for all guest records and communications