Automated event ticketing and waitlists with multi-tier PDFs and PDF Generator API Solution

Workflow overview

Why this workflow matters

Relevant for managed services and support workflows. Supports knowledge capture and document intelligence use cases.

Automate event registration with capacity management, a waitlist, and multi-tier PDF ticket generation using PDF Generator API. When attendees register, the workflow checks available spots, routes by tier (General / VIP / Backstage), generates a PDF ticket with a QR code, emails it, logs to Google Sheets, and notifies via Slack. Full event? Attendees are waitlisted and automatically promoted when a cancellation opens a spot. Who is this for Event organizers and developers who need automated ticketing with capacity control and waitlist logic — without a custom backend. How it works Flow A — Registration (form trigger): Attendee submits the form → workflow reads Sheets to check capacity → if spots available, a Switch routes by tier, each adding tier-specific perks → PDF Generator API creates a personalized ticket with QR code → confirmation email via Gmail → logged to Sheets → Slack notification. If full → added to waitlist tab → waitlist email sent. Flow B — Cancellation & promotion (webhook trigger): Webhook receives a ticket ID → validates and removes from Sheets → checks waitlist → if someone is waiting, the first person is auto-promoted: new PDF generated, emailed, logged, waitlist entry removed, organizer notified. If waitlist is empty → cancellation-only Slack alert. Set up PDF Generator API — Create 3 templates (General, VIP, Backstage) using variables: ticket_id, attendee_name, event_name, venue, event_date, seat_number, ticket_tier, issued_date. Add a QR Code component bound to ticket_id. Google Sheets — One spreadsheet, two tabs: Registrations and Waitlist. Column details are in the workflow's sticky notes. Code nodes — Replace placeholder template IDs and set MAX_CAPACITY in the "Check Capacity & Prepare Data" and "Promote from Waitlist" nodes. Credentials — Connect PDF Generator API, Gmail, Google Sheets, and Slack in their respective nodes. Requirements PDF Generator API account (free trial available) Gmail (OAuth), Google Sheets (OAuth) Slack workspace (optional — remove the 3 Slack nodes if not needed) How to customize Tiers** — Add/rename tiers in the form, update the Switch and both Code nodes accordingly. Perks** — Edit the Set nodes to change tier-specific perks shown in emails. PDF output** — Switch from URL to File output to attach PDFs directly to emails. Payment** — Insert a Stripe node before capacity check for paid tickets.

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