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See llms.txt for all machine-readable content.
Quick overview
This workflow fills cancelled slots automatically: the top three waitlist matches get an offer at once, the first reply wins atomically, and a 30-minute sweeper re-offers expired or declined slots to the next people until the list runs out.
How it works
- When a booking is cancelled, your calendar system POSTs the freed slot to a webhook. The payload is checked and invalid payloads get a clean 422 back.
- Your waitlist is ranked for that exact slot: treatment match counts most, flexibility next, then your own priority score. The top three people get an offer message at the same time.
- Every offer round is recorded in an offer book: who was offered, who declined, and when the round expires.
- Replies arrive on a second webhook. The claim guard decides atomically: the first TAKE wins the slot, later takers get a polite answer, and STOP marks the sender as declined and releases the slot at once.
- A sweeper runs every 30 minutes: it picks up expired or declined slots, excludes everyone already offered or declined, and re-offers to the next people. When the waitlist runs out, the slot closes as exhausted.
- Runs every 30 minutes on a schedule to find expired, unclaimed offers and re-ranks the remaining waitlist to send re-offers to the next candidates, logging a summary of how many were re-offered or marked exhausted.
Setup
- Point your booking system cancellation event at the first webhook URL and your messaging webhook at the claim reply URL.
- Replace the demo waitlist node with your waitlist sheet. Required columns are listed in the node.
- Replace the two send placeholders with your WhatsApp Business Cloud or SMS node.
- Activate the workflow.
Requirements
- A waitlist with customer name, phone, wanted treatment, a flexible flag, and a priority score. Demo data included.
Customization
- Ranking weights, offers per round (currently 3), the 30-minute reply window and sweep interval, and all message copy.