Waiting list automation for fully booked times

Purpose

1. Automate the process of handling customer appointments when all dry cleaning slots are fully booked, by creating a waiting list system.

2. Automate customer notifications when a time slot becomes available due to a cancellation or schedule modification.

3. Automator captures waiting list entry, automates slot allocation, and automates confirmation via multi-channel communication.

Trigger Conditions

1. Appointment/booking attempt for a fully booked time slot.

2. Booking cancellation or existing client reschedules, generating a new available slot.

3. Client expresses intent to join the waiting list via web form, SMS, chat, or voice input.

Platform Variants

1. Twilio SMS

 • Feature/Setting: Use Programmable SMS API; automate capture of waiting list requests via inbound SMS and automate notifications via outbound SMS.
 • Sample: Configure webhook to receive SMS, store contact, and send notification when slot opens.

2. SendGrid

 • Feature/Setting: Use SendGrid’s Transactional Email API; automate confirmation and slot-notification emails for waiting customers.
 • Sample: Automate trigger on slot update to send transactional email.

3. Google Calendar

 • Feature/Setting: Use Google Calendar API; automate waiting list based on fully booked events and automate calendar invites when slot is released.
 • Sample: Monitor event changes; automate creation and update of “Waiting List” events.

4. Microsoft Teams

 • Feature/Setting: Use Microsoft Graph API; automate sending notifications to Teams chat channel or user when appointments free up.
 • Sample: Set flow trigger on calendar event change, automate Teams bot message.

5. Slack

 • Feature/Setting: Use Slack API, automate DM or channel message when waiting list person is promoted to booked participant.
 • Sample: Trigger Slack bot on booking calendar webhook for status change.

6. HubSpot

 • Feature/Setting: Use Workflows API; automate customer ticket creation for waiting list and automate follow-ups on slot availability.
 • Sample: Trigger contact workflow on new waiting list entry, automate email/SMS stage.

7. Mailchimp

 • Feature/Setting: Use Email Automation API; automate sequence for waiting list joiners, moving to confirmed campaign when slot opens.
 • Sample: Automate journey movement on webhook from scheduling system.

8. Zoho CRM

 • Feature/Setting: Use Workflow Rules; automate lead record tagging and notification whenever slot is available.
 • Sample: Automate schedule-based rules moving waiting list contacts between stages.

9. Calendly

 • Feature/Setting: Use Calendly Webhooks and API; automate webhook on fully booked time, offer waiting list web form, and automate email/SMS on slot change.
 • Sample: Automate webhook handler to add/remove waiting list slots.

10. Salesforce

 • Feature/Setting: Use Flows and Service Cloud APIs; automate waiting list as a case or opportunity, automate customer notification flow.
 • Sample: Automate flow on appointment object, webhook to SMS/email system.

11. Zapier

 • Feature/Setting: Use Multi-step Zaps, automate triggers from booking tool to any communication or CRM channel for waiting list context.
 • Sample: Automate trigger-action combo for slot availability and messaging.

12. Airtable

 • Feature/Setting: Use Airtable Automations; manage, automate addition/removal of contacts and automate notification actions.
 • Sample: Automate automation scripts triggered on table update.

13. Notion

 • Feature/Setting: Use Database and Notification API; automate tracking of waitlist, automate reminders/comments for status changes.
 • Sample: Automatedly update database row and notify users.

14. Stripe

 • Feature/Setting: Use Webhooks and Payment Links; automate partial payment/holding fee, refund if slot not secured.
 • Sample: Automate email with payment link when slot opens.

15. WhatsApp Business API

 • Feature/Setting: Use WhatsApp template messages; automate joining, manage, and notify waitlist via automated chat.
 • Sample: Automate inbound message trigger, outbound templated notification.

16. Google Forms

 • Feature/Setting: Form submission webhook; automate adding respondent details to waiting list, automate onward action for reminders.
 • Sample: Automate Google Apps Script for follow-up email on availability.

17. Acuity Scheduling

 • Feature/Setting: Use Acuity API & Webhooks; automate adding to waiting list when slot is full, automate moving to confirmed.
 • Sample: Configure API trigger for schedule change.

18. Square Appointments

 • Feature/Setting: Use Booking API & Webhooks; automate waitlisting, automate update and notification upon slot release.
 • Sample: Automate webhook for canceled appointments.

19. Facebook Messenger

 • Feature/Setting: Use Messenger Bot API, automate communication and instant waiting list entry/notification.
 • Sample: Automate confirmation and update messages via webhook.

20. Intercom

 • Feature/Setting: Use Intercom Automation API to automate chat waiting list entry and automate update to user via bot or email.
 • Sample: Automate event-based triggers in Intercom for status changes.

21. Pipedrive

 • Feature/Setting: Use CRM Pipeline and Workflow Automations to automate waitlist lead, automate status progression and notification.
 • Sample: Automate workflow on custom status “Waitlisted”.

22. Typeform

 • Feature/Setting: Use Webhooks and Integration for automating form-based entry and automate email/SMS on available slot.
 • Sample: Automate integration with email or SMS for responses.

Benefits

1. Automates manual tracking of queries for fully booked slots, reducing human error and admin load.

2. Automatedly increases customer satisfaction by giving timely alerts for available slots.

3. Automates communication across multiple channels, ensuring customers are engaged and acted upon rapidly.

4. Automator guarantees optimal fill rates, reducing unutilized capacity and automating revenue protection.

5. Automating waitlist removes friction, delivering a seamless digital-first client experience.

6. Automation supports data-driven insights, automated reporting on bottlenecks, and customer demand peaks.