Automated waitlist management for sold-out shows

Purpose

1. Automates the entire waitlist process for sold-out ballet shows, including guest registration, waitlist position tracking, status notifications, open seat allocations, and fast confirmations, minimizing manual intervention.

2. Supports ticket re-issuance, refund-based releases, and automatedly follows up with potential attendees using multi-channel communication for maximum seat fill-rate and guest satisfaction.

3. Enables staff to configure custom automator rules for queue priorities, membership levels, or VIP handling, and receives real-time status on waitlist metrics and show capacity.

Trigger Conditions

1. Ticket sell-out detected in real-time via ticketing platform’s API webhook or polling endpoint.

2. Customer adds themselves to online waitlist form or via SMS/other channel.

3. Open seat appears due to ticket cancellation, refund, or unsold block returned to inventory.

4. Scheduled time-window: begin allocation review X minutes before event starts for last-minute availability.

Platform variants

1. Eventbrite

• Feature: Webhooks + Waitlist API — automate subscribing to sold-out event, monitor inventory, trigger waitlist invites.
  
• Sample Config: Connect “event.sold_out” webhook, configure “waitlist.invite” endpoint with customer email.
  

2. Ticketmaster

• Feature: TM Presence API — automate detection of ticket returns, trigger email/SMS to waitlist.
  
• Sample Config: Use “GET /event/{id}/availability”, poll on interval.
  

3. Brown Paper Tickets

• Feature: Wait Listing Settings — automate sending invite links in email as seats open.
  
• Sample Config: Activate “auto-offer” and configure SMTP events.
  

4. StubHub

• Feature: Inventory API webhook — automate creation of waitlist queue as bulk demand detected.
  
• Sample Config: Bind to “inventory.updated” events.
  

5. Google Sheets

• Feature: App Script trigger — automate capturing and ranking waitlist signups with timestamp, sort automatically.
  
• Sample Config: “onFormSubmit” trigger to add and reorder.
  

6. Salesforce

• Feature: Flows/Process Builder — automate lead assignment to waitlist queue and send follow-up.
  
• Sample Config: Trigger based on Opportunity Stage = Sold Out.
  

7. Mailchimp

• Feature: Automated Email Campaign — automate sending waitlist confirmation and available-seat offer sequence.
  
• Sample Config: List-triggered automation with “Waitlist” tag.
  

8. Twilio SMS

• Feature: Messaging Service API — automate alerting waitlisters via SMS on seat release.
  
• Sample Config: Use “messages.create” function on trigger.
  

9. Slack

• Feature: Incoming Webhooks — automate notifying staff group on waitlist queue status and event unlocks.
  
• Sample Config: POST to Slack Webhook URL.
  

10. SendGrid

• Feature: Automated Transactional Email — automate individualized offer/expiry emails to waitlist.
  
• Sample Config: “Mail Send API” endpoint with dynamic template.
  

11. Zapier

• Feature: Multi-app Automation — automate entire trigger→waitlist→notification flow across platforms.
  
• Sample Config: Eventbrite trigger → Gmail/Twilio actions.
  

12. Airtable

• Feature: Automations — automate record creation/updating for new waitlist signups and open seat matching.
  
• Sample Config: Automation: When record added, match with open seat.
  

13. HubSpot

• Feature: Workflows — automate contact segmentation, pipeline updates, and notification flow for waitlists.
  
• Sample Config: Deal stage = “On Waitlist” triggers workflow.
  

14. Zendesk

• Feature: Triggers/Macros — automate customer support ticket updates for waitlist requests.
  
• Sample Config: When “Waitlist Request” tag, auto-reply and assign.
  

15. Google Calendar

• Feature: Event Update Automation — automate updating staff/viewers when show shifts from sold-out to new open seats.
  
• Sample Config: Event change webhook, auto-send invite to waitlist.
  

16. Shopify

• Feature: Back in Stock App Integration — automate alerting customers for event restocks or returned tickets.
  
• Sample Config: “Notify Me” app trigger, send flows to waitlisters.
  

17. Typeform

• Feature: Form Integrations — automate waitlist sign-up capturing with confirmation message and notification.
  
• Sample Config: Typeform submission triggers Google Sheets/Airtable update.
  

18. Klaviyo

• Feature: Flow Automation — automate segmented follow-up offers and expiry reminders for seats.
  
• Sample Config: Trigger by “waitlist” list entry.
  

19. Notion

• Feature: Database Automations — automate log of who is on waitlist, automatic status update on allocation.
  
• Sample Config: Automation: When “Status” changes, notify.
  

20. Microsoft Teams

• Feature: Incoming Webhook/Adaptive Cards — automate internal staff alert for open seats and waitlist advancements.
  
• Sample Config: POST card to Teams channel on real-time seat release event.
  

Benefits

1. Automates labor-intensive queue management, increasing accuracy and response speed.

2. Automatically notifies attendees, enabling seats to fill rapidly and maximizing revenue.

3. Automated audit trails, compliance, and reduced data entry errors.

4. Enhances guest experience with self-service and automated updates.

5. Facilitates easy scaling of waitlist automation for high-demand shows and peak sales periods.

6. Enables automatable configuration of rules and integrations across software services, optimizing theater staff workflow.