Automate event ticketing with waitlists and tiered PDF tickets

The system checks capacity, generates tiered PDF tickets, and manages waitlists automatically for event registrations.

How the work actually flows

It repeats. Exactly one path is taken; repeats cancellation frees a spot.

Pattern: Exclusive Choice (4) · Arbitrary Cycles (10)

flowchart TD trig>"attendee submits registration form"]:::trig s0["check available capacity"]:::task s1["generate pdf ticket"]:::svc s2["send ticket and notify team"]:::svc s3["add attendee to waitlist"]:::task trig --> s0 s1 --> s2 s2 --> s3 gx{"× is a spot available"}:::gate s0 --> gx p00["generate ticket"]:::task gx -->|"spot available"| p00 p01["send confirmation"]:::task p00 --> p01 p10["add to waitlist"]:::task gx -->|"event full"| p10 p01 --> s1 p10 --> s1 lp{"waitlist exhausted"}:::gate s3 --> lp lp -. "cancellation frees a spot" .-> s1 lp -->|"finished"| out out[/"ticket issued or waitlist managed"/]:::out pay{{"eliminates manual ticket and waitlist tracking"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff

Starts itA stepAn outside serviceOne path onlyRepeat or finishResultPayoff

Build size

Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions

Email AutomationMessaging & NotificationsDocument Processing & OCRSpreadsheet & Database OpsAPI & Webhook IntegrationSurvey & Feedback

Connects

PDF Generator APIGmailGoogle SheetsSlack

Featured in

Nonprofits Fitness studios and gyms Childcare centers and preschools Private schools and tutoring centers

The problem it solves

You dread the scramble of tracking who registered, which tier they're in, and whether the event is full. Manually creating tickets and managing a waitlist by hand invites mistakes and slow responses. When someone cancels, promoting the next person on the list is easy to forget.

Who it fits

Event organizers who need automated ticketing and waitlist management.

How it works

An attendee submits the registration form
The system checks Google Sheets for available spots
If space is open, it generates a personalized PDF ticket with a QR code for their tier
Gmail emails the ticket and Slack notifies the team
If the event is full, the attendee joins a waitlist and is promoted automatically when a spot opens

Quick estimate

What it is worth to you

Your numbers, your hourly cost. We add nothing hidden.

Event registrations processed per week

per week

Minutes spent per registration (ticket + waitlist tracking)

minutes

Loaded hourly cost of staff doing this

$ per hour

0Hours freed per month

0Value per year at your hourly cost

Assumes freed hours are redirected to other work and that registration volume stays roughly steady across the year.

What you get

A personalized PDF ticket, an updated registration record, and team notifications.

What you need

A PDF Generator API account, a Gmail account, a Google Sheets account, and a Slack workspace.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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