Participant limit checks and waitlist notifications

Purpose

1. Automatically enforce participant limits for aerial sports sessions, preventing overbooking across platforms.

2. Instantly notify waitlisted customers when a spot becomes available, optimally filling each event.

3. Synchronize participant numbers across booking, CRM, and communication systems to guarantee data consistency.

4. Minimize manual intervention for staff in processing enrollments and maintaining accurate rosters.

5. Enable real-time capacity monitoring and automated escalation for threshold breaches or cancellations.

Trigger Conditions

1. New participant booking request submitted.

2. Participant cancellation creating an open slot.

3. Manual update in attendance or booking system.

4. Modification of session/event capacity limits.

5. Scheduled time-based or recurring attendance check.

Platform Variants

1. Twilio SMS

• Feature: Programmable Messaging API for instant SMS alerts to waitlisted customers.
  
• Setting: Configure webhook trigger on booking/cancellation event to initiate SMS flow.
  

2. SendGrid

• Feature: Transactional Email API for capacity status and waitlist notifications.
  
• Setting: Set email template with session status, triggered by webhook when threshold met.
  

3. Google Sheets

• Feature: Sheets API for participant ledger updates, capacity lookup.
  
• Setting: Script triggers on new row for booking to check against session limit.
  

4. Salesforce

• Feature: Flow Builder for workflow automation.
  
• Setting: Auto-update capacity field and trigger alert process upon record update.
  

5. Microsoft Power Automate

• Feature: Built-in connectors for Outlook, Teams, and SharePoint notifications.
  
• Setting: Trigger flow for event registration changes and scheduled checks.
  

6. Zapier

• Feature: Multi-app workflow automation for registration and alerts.
  
• Setting: Zap monitors booking form, sends waitlist emails via Gmail.
  

7. Slack

• Feature: Incoming Webhooks to post internal ops notifications.
  
• Setting: Automated message to designated channel when session fills.
  

8. Mailchimp

• Feature: Automated transactional email for waitlist and confirmation.
  
• Setting: API trigger to send custom messages to updated waitlist segment.
  

9. Eventbrite

• Feature: Event Capacity Management & Webhook API.
  
• Setting: Webhook fires on registration, hitting external endpoint to assess capacity.
  

10. Airtable

• Feature: Automation scripts and base triggers.
  
• Setting: Form records update table, slack/email notification on limit breach.
  

11. Google Calendar

• Feature: Calendar API for event attendee management.
  
• Setting: Auto-manage invite list, notify waitlist as slots open.
  

12. Square Appointments

• Feature: Booking API for participant slots and notification hooks.
  
• Setting: Custom webhook calls on full/session update for alert logic.
  

13. HubSpot

• Feature: Workflow tool and transactional email APIs.
  
• Setting: Contact property update triggers automated waitlist messaging.
  

14. Shopify

• Feature: App Scripts for product/event capacity.
  
• Setting: Scriptmerch event tickets, auto-email out on oversell/waitlist.
  

15. Typeform

• Feature: Webhooks for form submits and logic jumps.
  
• Setting: Post-submit webhook calls automation on registration answer.
  

16. ActiveCampaign

• Feature: Automation workflows for email/SMS notifications.
  
• Setting: List update auto-triggers message when slot frees up.
  

17. Zoom

• Feature: Registration Management API.
  
• Setting: Hook registration endpoint; trigger alternate message when at capacity.
  

18. Notion

• Feature: API for database automation.
  
• Setting: Entry update on booking, check formula property for limit.
  

19. Trello

• Feature: Card automation (Butler) for capacity-based actions.
  
• Setting: Rule runs on card move to 'Full' list; sends alert to waitlist.
  

20. WhatsApp Business API

• Feature: Message notifications for waitlist promotion via API.
  
• Setting: Webhook event initiates pre-approved template message.
  

21. Outlook 365

• Feature: Power Automate connector for inbox alerts and Teams notification.
  
• Setting: Trigger on event change, execute Teams or mail notification.
  

22. Calendly

• Feature: Webhooks for event creation, cancellation.
  
• Setting: Notify via email/SMS when event hits full registration.
  

23. Jotform

• Feature: Form Submission Webhooks.
  
• Setting: Trigger automation on new registration and slot availability.
  

24. QuickBooks Time

• Feature: Scheduling Events API for staff alert when classes fill.
  
• Setting: Triggers notification to responsible team.
  

25. Discord

• Feature: Bot API for real-time capacity notifications in staff channels.
  
• Setting: Bot posts updates on slot/fill or waitlist change.
  

Benefits

1. Eliminates administrative errors and reduces staff workload.

2. Maximizes participant engagement and session occupancy.

3. Ensures prompt, reliable communication to waitlisted customers.

4. Real-time, multi-channel notification ensures every seat is filled.

5. Centralizes and automates participant management, improving scalability.