Waitlist management for full classes

Purpose

 1.1. Automate waitlist management for full Jujitsu classes, ensuring real-time handling of new student signups when classes reach capacity.
 1.2. Automate adding students to waitlists, notify them when slots free, update records, and reduce manual admin workload.
 1.3. Automate attendance tracking, vacancy alerts, confirmations, and seamless communication with students and staff.
 1.4. Automate multi-channel messaging (email, SMS, app, portals), waitlist status dashboards, and periodic administrative reporting.

Trigger Conditions

 2.1. Automated trigger fires when class reaches maximum enrollment.
 2.2. Automated trigger initiates when student tries enrolling in full class.
 2.3. Automated when a current student cancels or reschedules, freeing a slot.
 2.4. Automated reminders for waitlisted students to confirm their interest.
 2.5. Automatedly updates downstream systems when waitlist position changes.

Platform Variants and Sample Configurations

 3.1. Twilio SMS
  • Feature/Setting: Automate sending SMS alerts. Configure Twilio Messaging API – set trigger as “class_full” to text waitlist candidates.
 3.2. SendGrid
  • Feature/Setting: Automate personalized email notifications. Use SendGrid v3 Mail Send API – event webhook on class status.
 3.3. Google Sheets
  • Feature/Setting: Automatedly update waitlist tracking sheet. Use Sheets API to “append” new entries on trigger.
 3.4. Salesforce
  • Feature/Setting: Automate student waitlist lead management. Use Salesforce Flow to update Student__c object via API when triggered.
 3.5. Slack
  • Feature/Setting: Automate admin alerts. Configure Slack Incoming Webhooks to message admin channel when seat becomes available.
 3.6. Microsoft Teams
  • Feature/Setting: Automate waitlist status updates. Use Teams Connector to post to channel “Jujitsu-Waitlist-Admin.”
 3.7. Mailchimp
  • Feature/Setting: Automate segmented waitlist campaigns. Set up Audience API – trigger “add to waitlist” tag workflow.
 3.8. HubSpot
  • Feature/Setting: Automate CRM updates. Use HubSpot Workflow Automation to update student property “Waitlist_Status” by API when class is full.
 3.9. Zoom
  • Feature/Setting: Automate notify waitlisted participants for online classes. Use Zoom Meeting API to invite via “Add Registrant” endpoint when seat is available.
 3.10. Zapier
  • Feature/Setting: Automate cross-platform flow. Use “Webhooks by Zapier” trigger for full class, action: update waitlist on chosen app.
 3.11. Stripe
  • Feature/Setting: Automate reservation payments. On waitlist trigger, automate payment intent with Stripe API and confirm upon spot opening.
 3.12. ActiveCampaign
  • Feature/Setting: Automate drip sequence for waitlist students. Use Automation API – “add contact to waitlist campaign.”
 3.13. Notion
  • Feature/Setting: Automated waitlist task board. Use Notion API to create a “waitlist management” card for each student.
 3.14. Airtable
  • Feature/Setting: Automate database entries. Append new waitlist entry using Airtable API on trigger.
 3.15. Monday.com
  • Feature/Setting: Automate workflow tracking. Use Monday API to update “Waitlist” board with candidate status.
 3.16. Typeform
  • Feature/Setting: Automated waitlist signup. Typeform API creates record in CRM and triggers notification.
 3.17. Calendly
  • Feature/Setting: Automate appointment invitations when spots open. Use Calendly API to invite from waitlist when seat opens.
 3.18. Discord
  • Feature/Setting: Automated member alerts in community. Use Discord Webhook to post in designated channel on waitlist change.
 3.19. Pipedrive
  • Feature/Setting: Automate pipeline movement. Pipedrive API triggers stage change for leads when they move on/off the waitlist.
 3.20. Asana
  • Feature/Setting: Automate task assignment. Asana API auto-generates tasks for staff on waitlist churn events.
 3.21. Klaviyo
  • Feature/Setting: Automate targeted SMS/email to waitlisted students. Use Klaviyo API’s Flow Triggers tied to “waitlist_update” webhook.
 3.22. Intercom
  • Feature/Setting: Automate real-time chat notifications to waitlisted students leveraging “create conversation” API endpoint.
 3.23. Google Calendar
  • Feature/Setting: Automate scheduling update for confirmed waitlist students — Calendar API to insert event on slot confirmation.

Benefits

 4.1. Automates routine admin tasks, reducing error and staff workload.
 4.2. Automated communication increases transparency and student satisfaction.
 4.3. Automates real-time vacancy fill rates, boosting class participation.
 4.4. Automates centralized data, making reporting and forecasting easier.
 4.5. Automated, auditable records simplify compliance and history tracking.
 4.6. Automation provides competitive advantage with seamless, professional experience.