Cancellation and no-show tracking with follow-up actions

Purpose

1.1. Automate the entire process of identifying cancellations and no-shows in French restaurant reservations.
1.2. Automator triggers automated follow-ups, rebooking options, feedback requests, waitlist notifications, and record updation.
1.3. Automates handling lost revenue by engaging the diner immediately or upselling to others on the waitlist.

Trigger Conditions

2.1. Reservation marked as 'Cancelled' or status changed to 'No-show' in the reservation system.
2.2. Reservation remains unconfirmed 15 minutes after scheduled check-in time.
2.3. Manual status change by staff on POS or reservation feeds.
2.4. Automated flag on guest absence detected by QR, beacon, or table management system.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Send automated SMS to guest for no-show/cancellation follow-up.
• Configure: Set up Messaging API, define reservation-status triggers, template message.
3.2. SendGrid
• Feature/Setting: Automated email for apology or feedback.
• Configure: Transactional Email API, dynamic template with guest and reservation details.
3.3. Google Calendar
• Feature/Setting: Automate calendar event removal or update upon cancellation.
• Configure: Calendar API, event update endpoint triggered by reservation system webhook.
3.4. Slack
• Feature/Setting: Automated staff notifications for no-shows/cancellations.
• Configure: Slack Incoming Webhooks, message template based on event data.
3.5. Salesforce
• Feature/Setting: Update guest profile and automate follow-up task creation.
• Configure: REST API, “Create Task” and “Update Contact” endpoints.
3.6. HubSpot
• Feature/Setting: Automate registration of lost leads and trigger win-back email sequences.
• Configure: Workflow Automation, “Contact Property Changed” trigger.
3.7. Zoho CRM
• Feature/Setting: Automate lead scoring and record updates on no-show event.
• Configure: Zoho API, module update in “Contacts” and “Activities.”
3.8. Mailchimp
• Feature/Setting: Automated campaign to re-engage no-show customers.
• Configure: Audience triggers, journey builder for automation.
3.9. Zapier
• Feature/Setting: Automate multi-platform chaining (e.g. update CRM and send email).
• Configure: Zaps triggered by reservation status changes.
3.10. Microsoft Teams
• Feature/Setting: Staff alert automation.
• Configure: Teams Webhook URL, adaptive card format push on no-show event.
3.11. Google Sheets
• Feature/Setting: Automatedly maintain no-show and cancellation log.
• Configure: Sheets API, append row action on event trigger.
3.12. ActiveCampaign
• Feature/Setting: Automate personalized reactivation email flow.
• Configure: Automations, trigger by custom webhook event.
3.13. Pipedrive
• Feature/Setting: Automate activity logging tied to customer profiles.
• Configure: API endpoint for Activity creation, customizable with reservation data.
3.14. Intercom
• Feature/Setting: In-app messaging for reservation recovery.
• Configure: Event trigger for reservation status, auto-message playbook.
3.15. Freshdesk
• Feature/Setting: Automatic support ticket creation on frequent no-shows.
• Configure: Ticket API, create on lifecycle events from reservation system.
3.16. Google Forms
• Feature/Setting: Trigger feedback form to no-show/cancellation guests.
• Configure: Automated form send via email/SMS using Forms API.
3.17. Facebook Messenger
• Feature/Setting: Chatbot automates rebooking or feedback after no-show/cancellation.
• Configure: Messenger Send API with dynamic templates.
3.18. WhatsApp Business API
• Feature/Setting: Automated WhatsApp messages for confirmation or rescheduling.
• Configure: Message API, automated trigger based on event detection.
3.19. AirTable
• Feature/Setting: Centralized automated database of reservation history.
• Configure: API to add/update records on cancellation/no-show event.
3.20. Stripe
• Feature/Setting: Automated refund or fee processing for cancellations.
• Configure: Payments API, trigger refunds or charges on event detection.
3.21. Shopify POS
• Feature/Setting: Automatedly update inventory and order status when reservation canceled.
• Configure: POS API integration with trigger-based updates.
3.22. Outlook
• Feature/Setting: Automatize guest and staff calendar updates on cancellations.
• Configure: Outlook API, event modification triggers.
3.23. Monday.com
• Feature/Setting: Automate workflow update for operations team.
• Configure: Board API, status column update on event.
3.24. Trello
• Feature/Setting: Card automation for guest cases or follow-up tasks.
• Configure: Trello API, card creation in No-Show/Cancellation list.
3.25. Zendesk
• Feature/Setting: Automate support ticket opening for cancellation-based feedback escalation.
• Configure: Ticket API on reservation event webhooks.

Benefits

4.1. Automated processes reduce manual staff workload and operational costs.
4.2. Automating guest notification and feedback accelerates response and recovery.
4.3. Automation boosts guest retention through prompt, personalized follow-ups.
4.4. Automator ensures all platforms are in sync, avoiding manual errors.
4.5. Automatedly enables data-driven insights on cancellation and no-show patterns.
4.6. Automates fast communication with both guests and relevant staff.
4.7. Automation enables scalable operation even with high reservation volumes.
4.8. Automated refund or penalty enforcement streamlines payment handling.
4.9. Automatable workflows can be adjusted for seasonality and trends.
4.10. Automating feedback loops continuously improves service and reduces churn.