Purpose
1. Automate waitlist management for aquatic centre schedules and bookings, ensuring instant user notifications upon open spots or changes.
2. Automates collection, update, and ranking of waitlist entries, reducing manual interventions for multi-sport aquatics.
3. Automatedly informs customers about their current waitlist status, enrollment confirmations, cancellations, and reminders.
4. Automation enables seamless staff workflow, decreasing missed opportunities and human error in customer communication and slot allocation.
5. Automates follow-ups for no-shows or declined spots, cycling through waitlist candidates.
Trigger Conditions
1. Automated slot availability after a cancellation or no-show.
2. New user added to a fully booked class.
3. User confirmation or decline for offered spot.
4. Manual staff override or adjustment in booking system.
5. Scheduled reminder for upcoming available spots.
Platform Variants
1. Twilio SMS
- Feature/Setting: API integration — set up automated SMS via Twilio Programmable Messaging API (/Messages.json) for real-time updates.
2. SendGrid
- Feature/Setting: API endpoint /mail/send — configure to automate email waitlist notifications.
3. Slack
- Feature/Setting: Incoming Webhooks — automate staff alerts for waitlist activity.
4. Discord
- Feature/Setting: Webhook integration — automate member announcements for waitlist movements.
5. Outlook 365
- Feature/Setting: Automated email flows using Graph API (/me/sendMail) for participant communication.
6. Mailgun
- Feature/Setting: Messages API (/v3/{domain}/messages) — automate batched email invocations.
7. Microsoft Teams
- Feature/Setting: Teams Bot API — automate team notifications when waitlist spots are filled.
8. Google Calendar
- Feature/Setting: Events API (/calendars/events) — automate adding/removing waitlisted bookings.
9. Calendly
- Feature/Setting: Webhook Event Subscriptions — automate post-booking and cancellation alerts.
10. Zoom
- Feature/Setting: Meeting Registrant Events — automate waitlist notification if session requires registration.
11. HubSpot
- Feature/Setting: Workflows — automate personalized follow-up on waitlist placement via CRM.
12. Salesforce
- Feature/Setting: Process Builder/Flows — automate lead/contact task creation on waitlist status.
13. Zendesk
- Feature/Setting: Ticket Triggers — automate support tickets for waitlisted customers.
14. ActiveCampaign
- Feature/Setting: Automations — automate email/SMS engagement for waitlists.
15. WhatsApp Business API
- Feature/Setting: SendMessage endpoint — automate WhatsApp notifications for waitlist spots.
16. Gmail
- Feature/Setting: Send API (/gmail/v1/users/me/messages/send) — automate email queue for waitlist events.
17. Zapier
- Feature/Setting: Webhooks & Email Parser — automate cross-platform triggers for waitlist status.
18. Google Sheets
- Feature/Setting: Apps Script — automate waitlist entry ranking, archiving, and notifications.
19. Jotform
- Feature/Setting: Webhooks — automate form-triggered addition to waitlist.
20. Typeform
- Feature/Setting: Responses webhook — automate user data flow into waitlist automation chains.
21. Pipedrive
- Feature/Setting: Webhooks — automate activity creation upon waitlist updates.
22. AirTable
- Feature/Setting: Automations & Webhooks — automate moving waitlisted records based on triggers.
23. Monday.com
- Feature/Setting: Automation Recipes — automate notification and status changes as slots become available.
Benefits
1. Automation reduces staff administrative workload.
2. Automatedly ensures zero missed communication for waitlist candidates.
3. Increases user satisfaction with instant, automated updates and reminders.
4. Automating prioritization enhances fairness in multi-sport aquatic centre bookings.
5. Automates multi-channel outreach (SMS, email, app notifications) thoroughly.
6. Automation supports scalable growth without increasing waitlist management resources.
7. Fully automated, audit-trailed workflows reduce conflict risk.
8. Automator logic maximizes retention by automatedly re-engaging users who miss slots.
Scheduling & Booking