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Waitlist Promotion Automation

Example prompt: "Each morning, check our event tracker in Airtable. For any event where a registered attendee has cancelled and we have someone on the waitlist, move the top waitlist entry into the registered list and email them with the join link and confirmation."

The Problem

Popular events fill up, a waitlist forms, and then cancellations start trickling in. In theory every cancellation is a chance to promote someone off the waitlist, but in practice nobody has time to compare the two lists each morning, pick the next person fairly, send them a personalised confirmation with the join details, and update the tracker. Seats go unfilled, and people sitting on the waitlist only hear back days later — by which point they have often made other plans.

How GloriaMundo Solves It

We build a scheduled workflow that reads your Airtable event tracker every morning. A code step compares registered seats against the event cap and identifies any cancellations from the previous day. A conditional step checks whether a waitlist exists for those events. An LLM step drafts a personalised confirmation email that explains the seat has opened up, includes the join details, and asks the recipient to confirm or decline. Integration steps update the Airtable record to move the person from waitlist to registered and send the email via Gmail. The Glass Box preview shows exactly which waitlist entries will be promoted and the email each person will receive, so you can sanity-check before it runs live.

Example Workflow Steps

  1. Trigger (scheduled): Runs every morning at 08:00.
  2. Step 1 (integration): Read events, registered list, and waitlist from Airtable.
  3. Step 2 (code): Identify events with open seats and a non-empty waitlist.
  4. Step 3 (conditional): Skip events where the cap is already met.
  5. Step 4 (LLM): Draft a personalised confirmation email for the next waitlist entry on each event.
  6. Step 5 (integration): Update Airtable to promote the entry from waitlist to registered.
  7. Step 6 (integration): Send the confirmation email via Gmail.

Integrations Used

  • Airtable — event tracker storing registrations and waitlists
  • Gmail — sends promotion confirmation emails

Who This Is For

Community and event managers running capped-attendance events — paid workshops, invite-only dinners, limited-seat courses — who want to refill cancellations quickly and fairly without a daily manual sweep.

Time & Cost Saved

Manually running a waitlist promotion loop takes 15-20 minutes per day per active event, including pulling lists, writing a personalised note, and updating the tracker. Teams running several events at once can easily spend 2-3 hours a week on this. The workflow handles it in one scheduled run and keeps the tracker authoritative. Uses integration, code, and LLM steps, costing a small number of credits per run.