Waiting list management and notifications for open slots

Purpose

1.1. Automate archery club waiting list management by dynamically capturing new registrations and updating the list as slots become available.
1.2. Automate notifications to waiting participants when cancellation or new slot occurs, ensuring rapid and fair allocation.
1.3. Automate batch slot release and real-time notification across multiple events or classes, reducing manual intervention.
1.4. Automate tracking participant confirmations and update slots automatically upon non-response or decline.
1.5. Automate adherence to club-specific prioritization rules (e.g., member loyalty, age group).

Trigger Conditions

2.1. Automated trigger when a registrant cancels or fails to confirm attendance.
2.2. Automated trigger when additional slots are created or an event is resized.
2.3. Automated trigger at a specific scheduled interval to process waiting list updates.
2.4. Automated manual admin override for forced slot release.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Messaging Services API — Automate sending SMS to next-in-line; sample config: Set messaging template, bind webhook to slot release event.
3.2. SendGrid
• Feature/Setting: Mail Send API — Automate email alerts for open slots; sample config: Define dynamic template, API trigger from slot update.
3.3. Google Sheets
• Feature/Setting: API or AppScript triggers — Automate row updates for status tracking; sample config: On form/cancellation, append or update waiting list automatically.
3.4. Mailchimp
• Feature/Setting: Automated Campaign Triggers — Automate chained emails as slots open; config: Segment by waiting list tag, auto-send triggered on slot free.
3.5. Slack
• Feature/Setting: Webhook/Post Message API — Automate direct messages to members; config: Set up channel/webhook for instant notifications.
3.6. HubSpot
• Feature/Setting: Workflow Automation — Automate contact property updates and notification triggers; config: Custom workflow on status change.
3.7. Salesforce
• Feature/Setting: Process Builder/Flow — Automate lead/contact status, notifications; config: Rule for slot availability to fire process flow.
3.8. Microsoft Teams
• Feature/Setting: Incoming Webhooks — Automate group or direct notifications on slot update; config: Set webhook for waiting list alert.
3.9. Zoom
• Feature/Setting: Webinar Registration API — Automate moving attendees from waitlist; config: On slot open, register next-in-line via API.
3.10. Outlook (Microsoft 365)
• Feature/Setting: Power Automate Flows — Automate emailing or calendar invite updates; config: Trigger email to waitlist from cancel event.
3.11. Google Calendar
• Feature/Setting: API or AppScript — Automate event slots and invitations; config: Custom function to update/invite next waitlist entry.
3.12. Eventbrite
• Feature/Setting: Waitlist Management API — Automate notifications and slot offers; config: API driven alert on attendee list change.
3.13. Shopify
• Feature/Setting: App Webhooks — Automate product/event waitlist for archery merchandise events; config: Trigger email/SMS on restock/slot.
3.14. Discord
• Feature/Setting: Bot/Webhook — Automate notifications to server channels or DMs; config: Bot auto-posts on slot/cancellation.
3.15. Airtable
• Feature/Setting: Automation — Automate record updates and notification emails; config: On slot free, update view, trigger email/notification.
3.16. Zoho CRM
• Feature/Setting: Workflow Rules — Automate status field and emails; config: Trigger or workflow for waitlist movement.
3.17. ClickSend
• Feature/Setting: SMS API — Automate SMS alerts to waiting members; config: Set template, connect to cancellation trigger.
3.18. WhatsApp Business API
• Feature/Setting: Template Messages — Automate outreach on slot opening; config: Registered template sends via slot release event.
3.19. Pipedrive
• Feature/Setting: Workflow Automation — Automate pipeline movement and alerts; config: Move contact to slot available stage, auto-notify.
3.20. Asana
• Feature/Setting: Rule Automations — Automate task assignment to admins or alerts to users; config: Task auto-created for next waitlist, notification sent.
3.21. Trello
• Feature/Setting: Automation (Butler) — Automate card moves and notifications for available slots; config: Card moved to “Open Slot” triggers Butler action.

Benefits

4.1. Automates manual overhead, saving time for staff and members.
4.2. Automates fairness and transparency in slot allocation.
4.3. Automates communication, reducing booking delays and maximizing attendance rates.
4.4. Automates real-time updates across channels, ensuring no opportunity is missed.
4.5. Automates analytics collection for decision-making on class or event sizing.