🔬 Automate event ticketing and waitlists with multi-tier PDFs and PDF Generator API
⚡ 11 views · 🔬 Document Extraction & Analysis
Description
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 toticket_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_CAPACITYin 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.
🔗 Nodes Used
Google Sheets, Slack, Webhook, Gmail, n8n Form Trigger
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File