Automatic waitlist management and notifications

Purpose

1.1. Automate waitlist entry for diners when reservations are full, ensuring no manual tracking is required.
1.2. Automate real-time notifications for open seats by SMS, email, or push notification.
1.3. Automate reminders and status updates to guests, reducing lost opportunities and no-shows.
1.4. Automate prioritization or VIP escalation for high-value customers.
1.5. Automate analytics and reporting for waitlist conversion and guest response rates.

Trigger Conditions

2.1. Automatedly trigger on new reservation attempt when timeslot is full.
2.2. Automate on cancellation of reservation (space becomes available).
2.3. Automate when a guest’s position advances in the waitlist.
2.4. Automate based on time-based rules (e.g., nudge after 15 min without response).

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Automated SMS API for instant waitlist and seat notification.
• Sample: Configure MessageCreate endpoint with dynamic fields for guest name and time.
3.2. SendGrid
• Feature/Setting: Automated Email API to send branded, transactional waitlist updates.
• Sample: Use Mail Send endpoint with event-driven templates.
3.3. Slack
• Feature/Setting: Automated notification to staff channels via Incoming Webhooks.
• Sample: Webhook URL configured in event "seat available".
3.4. Microsoft Teams
• Feature/Setting: Automate guest status alert via Teams Connector API.
• Sample: Send message to team channel with Graph API.
3.5. WhatsApp Business
• Feature/Setting: Notify waitlisted guests via WhatsApp Messaging API.
• Sample: Post to /messages endpoint on position change.
3.6. Google Chat
• Feature/Setting: Automatedly post waitlist updates to specific room with Google Chat API.
• Sample: Use spaces.messages.create to notify staff.
3.7. Outlook
• Feature/Setting: Automate calendar invites for confirmed reservations via Calendar API.
• Sample: Use Events Insert endpoint post-confirmation.
3.8. Calendly
• Feature/Setting: Automate creation/cancellation of holds using Create Event endpoint.
• Sample: Configure workflow to release holds on cancellation.
3.9. HubSpot
• Feature/Setting: Automated CRM update via Contact API for waitlisted guests.
• Sample: PATCH contact on position change.
3.10. Salesforce
• Feature/Setting: Automate lead status sync with Waitlist Status field update via REST API.
• Sample: PATCH /sobjects/Lead with latest position.
3.11. Zendesk
• Feature/Setting: Automated ticketing for escalations or guest support via Tickets API.
• Sample: POST new ticket when guest requests callback.
3.12. Airtable
• Feature/Setting: Real-time waitlist database via Record Create/Update API.
• Sample: POST new rows when waitlist changes.
3.13. Google Sheets
• Feature/Setting: Log all waitlist actions automatedly using Sheets API Append.
• Sample: POST new row per event.
3.14. Pipedrive
• Feature/Setting: Sync and automate waitlist leads using Person and Deal endpoints.
• Sample: Create or update a person when a guest is added.
3.15. Mailchimp
• Feature/Setting: Automated batch email updates to waitlisted guests.
• Sample: Use Campaigns endpoint with dynamic segment.
3.16. Facebook Messenger
• Feature/Setting: Automate Messenger alert to waitlisted users with Send API.
• Sample: POST message on status update.
3.17. Zapier
• Feature/Setting: Multi-app automation for chaining triggers/notifications.
• Sample: Automation workflows with Waitlist, SMS, and Email actions.
3.18. Google Forms
• Feature/Setting: Waitlist sign-up and automated response via Forms API.
• Sample: Trigger on Form Submit to add to waitlist.
3.19. Typeform
• Feature/Setting: Interactive waitlist signup and automated thank-you via Webhooks.
• Sample: Listen for new responses and automate workflow.
3.20. Intercom
• Feature/Setting: Automated live chat update for real-time status via Conversation API.
• Sample: Send message on status change.

Benefits

4.1. Automates all guest waitlist entries and notifications, eliminating manual errors.
4.2. Automator instantly reaches guests through their preferred channel (SMS, email, chat, etc.).
4.3. Automating reminders and status updates reduces no-shows and lost customer opportunities.
4.4. Automation enables consistent and scalable guest experience for busy Spanish Grill settings.
4.5. Automatable analytics tracks which channels and automations yield best conversion for future optimization.