Automated waitlist management for popular programs

Purpose

1.1. Streamline guest registration for fully booked acrobatic diving sessions and programs.
1.2. Automatically enroll new signups onto a waitlist and manage real-time program availability.
1.3. Notify prospective participants when slots open due to cancellations or additional capacity.
1.4. Reduce manual intervention, avoid overbooking, and improve participant experience.
1.5. Aggregate multi-channel communications (SMS, email, push notifications) for prompt eligibility alerts.

Trigger Conditions

2.1. Submission of registration form when program capacity is reached.
2.2. Program slot is vacated by cancellation, no-show, or admin adjustment.
2.3. Update from payment gateway indicating a failed/voided booking.
2.4. Manual change by staff or scheduled event capacity updates.

Platform Variants

3.1. Twilio SMS
- Feature/Setting: Automated SMS alerts. Configure via Twilio Programmable Messaging API to send waitlist notifications to mobile numbers.

3.2. SendGrid
- Feature/Setting: Transactional email. Set up Event Webhook + Mail Send API to trigger notification emails when a slot is freed.

3.3. Google Sheets
- Feature/Setting: Program waitlist management. Use Google Sheets API for auto-add, update, and sort waitlisted participants.

3.4. Slack
- Feature/Setting: Staff alerts. Use Incoming Webhooks to notify staff when waitlist grows or program slots are reclaimed.

3.5. Mailchimp
- Feature/Setting: Segmented waitlist emails. Configure Audience segments + Campaign API to track and contact waitlisted users.

3.6. Discord
- Feature/Setting: Automated announcements. Use Webhooks to post instant program availability changes in community channels.

3.7. Microsoft Teams
- Feature/Setting: Channel messaging integration. Create incoming webhook connector to post waitlist status updates.

3.8. HubSpot
- Feature/Setting: CRM integration. Use Contacts API to update customer profiles and automate follow-up actions.

3.9. ActiveCampaign
- Feature/Setting: Conditional triggers. Employ Automations API to move users between lists and send reminders.

3.10. Salesforce
- Feature/Setting: Opportunity workflow. Use Flow Builder with REST API to automate waitlist management in pipelines.

3.11. Zoho CRM
- Feature/Setting: Waitlist lead routing. Configure Workflow Rules with Webhook triggers for slot update notifications.

3.12. Airtable
- Feature/Setting: Relational waitlist DB. Use API for live updating of status, slot allocation, and user notification flags.

3.13. Typeform
- Feature/Setting: Dynamic registration. Integrate Webhook to auto-detect full sessions and direct late users to waitlist forms.

3.14. Calendly
- Feature/Setting: Availability sync. Use Webhook + API to update open slots and reroute waitlisted users upon cancellations.

3.15. Zapier
- Feature/Setting: Cross-platform automation. Set up Multi-Step Zaps to trigger all waitlist actions across systems.

3.16. Google Calendar
- Feature/Setting: Vacancy monitoring. Use Calendar API to listen for cancellations and initiate waitlist slot reassignment.

3.17. Eventbrite
- Feature/Setting: Automated backup registration. Use Event registration webhook for queue and automatic promotion to active slot.

3.18. Stripe
- Feature/Setting: Payment status sync. Webhook notifications to free slots automatically if payment incomplete or canceled.

3.19. Intercom
- Feature/Setting: Messaging. Use Custom Bots and Webhook triggers to guide waitlisted users and send real-time updates.

3.20. Pabbly Connect
- Feature/Setting: Universal workflow builder. Use Wait/Resume and conditional logic on API triggers to manage participant flow.

Benefits

4.1. Eliminates manual guest tracking and overbooking.
4.2. Reduces staff workload; increases operational transparency.
4.3. Accelerates participant notifications for improved response rates.
4.4. Ensures full program utilization; boosts program revenue.
4.5. Provides reliable, real-time updates across all communication channels.