OTHER
Webinar capacity guard with automatic waitlist promotion
On each new Zoom registration, this checks remaining capacity in Airtable, confirms the registrant if seats remain.
How it runs
The automated pipeline, trigger to output.
- TriggerZoom registration created or cancelledZoom
- ActionRead seat + waitlist countsAirtable
- LogicBranch: confirm, waitlist, or promote next
- ActionSend matching status emailOutlook
- OutputUpdate seat counts and statusesAirtable
What it does
Keeps a capped webinar from overfilling while never leaving a seat empty. Every registration is checked against the seat count tracked in Airtable. If room remains, the person is confirmed; if the session is full, they go on a waitlist. When a confirmed registrant cancels, the next waitlisted person is automatically promoted and notified.
When to use it
Use this for hands-on workshops, certification sessions, or any Zoom event with a hard attendee cap where you want fair, first-come ordering and zero manual seat juggling.
How it works
- 1A Zoom registration event (created or cancelled) triggers the workflow.
- 2The workflow reads current confirmed and waitlisted counts from the Airtable capacity table.
- 3A logic branch decides the outcome: confirm if seats remain, waitlist if full, or — on a cancellation — pick the oldest waitlisted entry to promote.
- 4The chosen registrant gets the matching Outlook email: confirmation with join link, a waitlist notice, or a "you're in" promotion message.
- 5Airtable seat counts and registrant statuses are updated to reflect the change.
Set it up
What you configure once, before turning it on.
- 1Connect ZoomMeetings, recordings, transcripts.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect OutlookMail, calendar, contacts.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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