Eventbrite Waitlist and Capacity Manager

Overview

This flow automates the sold-out waitlist dance for Eventbrite events. On an hourly schedule it reads the organization's live events, measures each event's remaining capacity (total tickets minus sold), and when a sold-out event has freed a seat it offers that seat to the next person on a Dataverse waitlist via a time-limited claim email and marks their row Offered.

Why it matters: Sold-out events still leak attendance to cancellations and refunds. An automated, fair, first-in-line waitlist with timed claim windows fills freed seats without anyone manually chasing the list.

Build: FlowLibs CF-560 - API-first deployment (Dataverse workflow record) - ships Off - Flow Checker 0 errors / 0 warnings.

Use Case

An events team running popular, frequently sold-out Eventbrite events wants freed capacity offered automatically to waitlisted people in queue order, each with a fair time-limited window to claim before the offer rolls to the next person - maximizing turnout while keeping a governed, auditable record in the CRM.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Eventbrite	shared_eventbrite	GetOrganizationEvents
Microsoft Dataverse	shared_commondataserviceforapps	ListRecords UpdateRecord
Office 365 Outlook	shared_office365	SendEmailV2

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Tiered priority

Order the waitlist by a VIP/tier column or signup time instead of a simple flowlibs_position.

Claim window

Change flowlibs_ClaimWindowHours (e.g. 6 for fast-moving events).

Unique claim link

Issue a one-time discount/registration code on the claim page rather than a generic URL.

Capacity buffer

Overbook slightly by comparing against sold + buffer based on historical no-show rate.

Expiry sweep

Add a companion flow that flips Offered rows past flowlibs_offerexpiry back to Expired and re-offers the next person.

Signup capture

Pair with a Form/Power Apps flow that CreateRecords Waiting rows when an event sells out.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@sub(variables('varCapacity'), variables('varSold'))

@int(coalesce(items('For_Each_Ticket_Class')?['quantity_total'], 0))

flowlibs_eventbriteeventid eq '{eventId}' and flowlibs_status eq 'Waiting'

@addHours(utcNow(), variables('varClaimWindowHours'))

@concat(variables('varClaimBaseUrl'), '?event=', items('For_Each_Event')?['id'])

@items('For_Each_Event')?['name']?['text']

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