Reservation cancellation and re-booking workflows

Purpose

1.1. Automate the end-to-end cancellation and re-booking process for brunch restaurant reservations.
1.2. Eliminate manual intervention by automating guest notifications, reservation slot updates, waitlist promotion, and record-keeping using diverse software.
1.3. Improve guest experience by providing real-time reservation status changes and instant re-booking options through omnichannel communication.
1.4. Automates recovery of canceled slots by filling with waitlist or fresh bookings, maximizing revenue and seating capacity.

Trigger Conditions

2.1. Automated trigger from guest cancellation via web, app, phone, or SMS.
2.2. System-based trigger when payment attempts fail or no-show detection is automated.
2.3. Manager-initiated trigger for operational constraints (e.g., water outage) causing multiple reservation cancellations.
2.4. External integration trigger through third-party concierges or OTAs initiating automated cancellations.

Platform Variants

3.1. Twilio Programmable SMS
• Feature: Automated SMS alerts for cancellation and re-booking.
• Setting: Configure webhook for reservation update event; trigger SMS with reservation link.
3.2. SendGrid
• Feature: Automated reservation cancellation/re-booking email.
• Setting: API integration with dynamic templates triggered by reservation status.
3.3. Slack
• Feature: Internal notifications to staff about live automation events.
• Setting: Incoming webhook/notifier for cancellation and slot opening events.
3.4. Google Calendar API
• Feature: Automate calendar event creation/deletion for reservations.
• Setting: Patch or deleteCalendarEvent on cancellation, createEvent for re-booking.
3.5. OpenTable API
• Feature: Automates real-time slot release and automated waitlist promotion.
• Setting: Configure booking endpoints to update status and notify next in queue.
3.6. Square Appointments API
• Feature: Automates schedule update and client notification via booking endpoints.
• Setting: Configure appointment.cancel and appointment.book endpoints.
3.7. Mailchimp
• Feature: Automated mailing list update on cancellation (guest feedback or future promos).
• Setting: Automate add/remove subscriber and trigger journey.
3.8. Zapier Webhooks
• Feature: Automates data movement between systems on cancellation.
• Setting: Webhook triggers passing reservation data to CRM or mailing apps.
3.9. Salesforce Service Cloud
• Feature: Updates customer profiles and incident logs via automation.
• Setting: Configure REST API for record update on cancellation.
3.10. Microsoft Teams
• Feature: Automated internal communication for front-of-house team.
• Setting: Automate adaptive cards or chat messages via Teams API.
3.11. WhatsApp Business API
• Feature: Automated reservation confirmations, reminders, and cancellation alerts.
• Setting: Automate message templates via POST to /messages endpoint.
3.12. HubSpot CRM
• Feature: Automated record update and pipeline adjustment post-cancellation.
• Setting: Configure automation trigger for contact property update.
3.13. Google Sheets API
• Feature: Automates backup and audit log for reservations status.
• Setting: Automate append/update row endpoints.
3.14. Shopify
• Feature: Automated table booking management for venues using eCommerce channels.
• Setting: Integration point via Order Update Webhook for bookings-as-products.
3.15. Freshdesk
• Feature: Automates ticket creation for customer support on cancellations.
• Setting: Automate via API for new ticket on failed reservation.
3.16. Facebook Messenger Platform
• Feature: Automates real-time chat for guests to cancel or re-book via bot.
• Setting: Use Messenger webhook + Send API for automation actuation.
3.17. Calendly API
• Feature: Automates rescheduling and cancellation management for reservations.
• Setting: Configure event_canceled and event_rescheduled webhooks.
3.18. Stripe API
• Feature: Automated refund execution or deposit hold release on cancellation.
• Setting: Configure Refund object creation via payment_intent.canceled.
3.19. Airtable
• Feature: Automates reservation status syncing for custom dashboards.
• Setting: Automate record update action via REST API.
3.20. monday.com
• Feature: Automated visual workflow update reflecting real-time reservations status.
• Setting: Configure change_column_value via API when reservation is modified.

Benefits

4.1. Automating reservations minimizes human error and time lags, making guest communications immediate and reliable.
4.2. Automation reduces no-show revenue loss by filling open slots automagically.
4.3. Streamlining staff workflows reduces operational cost and stress, maximizing automation opportunities.
4.4. Auditable logs for all reservation automations increase compliance and traceability.
4.5. Consistent guest experience improves loyalty and perception of efficiency due to automated processes.