Purpose
1. Automate end-to-end handling of online booking confirmations and waitlist management for art classes/events at an art-themed café.
2. Automatedly reduce manual intervention, prevent overbooking, and seamlessly notify participants about their reservation or position on the waitlist.
3. Automation of customer notifications, reminder scheduling, attendance records, and instant updates on slot availability.
4. Automated data sync for reporting, analytics, and staff coordination, ensuring efficiency and a streamlined customer experience.
Trigger Conditions
1. Customer submits an online booking/reservation form for a class or event.
2. Booking system receives payment or booking confirmation.
3. Class/event reaches max occupancy, triggering automated waitlist activation.
4. Cancellation detected, automatically offering the slot to the first waitlisted attendee.
Platform Variants
1. Google Calendar
• Feature/Setting: Calendar API — automate creation and modification of events upon bookings/waitlist updates.
2. Twilio
• Feature/Setting: SMS API — automatic SMS updates for confirmations, reminders, or waitlist notifications.
3. SendGrid
• Feature/Setting: Mail Send API — automated email confirmations and reminders upon booking/waitlist changes.
4. Square
• Feature/Setting: Bookings API — automate scheduling and payment handling for events.
5. Shopify
• Feature/Setting: App integration — automate order creation for bookings and notify customers via automated email/SMS.
6. Stripe
• Feature/Setting: Payment Intent API — automate payment confirmation and trigger follow-up communications.
7. Zoom
• Feature/Setting: Meeting API — automate sending virtual class links to attendees when event is booked.
8. Slack
• Feature/Setting: Incoming Webhooks — automate posting booking alerts to internal staff channels.
9. Zapier
• Feature/Setting: Webhooks/Booking Automations — automate workflow connections between booking apps and notification systems.
10. Calendly
• Feature/Setting: Event Type Automations — automate confirmation and reminder emails/SMS.
11. Salesforce
• Feature/Setting: Salesforce Flow — automate lead/contact updates when bookings occur.
12. Mailchimp
• Feature/Setting: Transactional Email API — automate tailored class reminders or booking confirmations.
13. Microsoft Teams
• Feature/Setting: Incoming Webhooks — automate sending booking/waitlist status to operations team.
14. Wix Bookings
• Feature/Setting: Booking Automations — automate email/SMS notifications and waitlist management.
15. Eventbrite
• Feature/Setting: Orders API — automate update on event status, waitlist offers, and customer contact.
16. Notion
• Feature/Setting: Database API — automate logging of new bookings and waitlist details.
17. HubSpot
• Feature/Setting: Workflow Automations — automate CRM record updates and event follow-up.
18. Google Sheets
• Feature/Setting: Sheets API — automate event logs and waitlist management in real time.
19. WhatsApp Business API
• Feature/Setting: Template Messages — automate confirmations and waitlist updates via WhatsApp.
20. Freshdesk
• Feature/Setting: Ticket Automations — automate support tickets if customer issues with booking occur.
Benefits
1. Automates mundane administrative processes, lowering operational costs.
2. Automatedly minimizes booking errors, double-bookings, and manual tracking.
3. Enhances customer satisfaction through automated instant confirmations and updates.
4. Supports scaling of event operations automatedly without added staff.
5. Ensures staff always have an automatedly updated view of event status and attendance.
Operations & Administration Automation