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⇱ Automate event ticketing and waitlists with multi-tier PDFs and PDF Generator API | n8n workflow template

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

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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 β€” without a custom backend.

How it works

Flow A β€” Registration (form trigger):
Attendee submits the form β†’ workflow reads Sheets to check capacity β†’ if spots available, a Switch routes by tier, each adding tier-specific perks β†’ PDF Generator API creates a personalized ticket with QR code β†’ confirmation email via Gmail β†’ logged to Sheets β†’ Slack notification. If full β†’ added to waitlist tab β†’ waitlist email sent.

Flow B β€” Cancellation & promotion (webhook trigger):
Webhook receives a ticket ID β†’ validates and removes from Sheets β†’ checks waitlist β†’ if someone is waiting, the first person is auto-promoted: new PDF generated, emailed, logged, waitlist entry removed, organizer notified. If waitlist is empty β†’ cancellation-only Slack alert.

Set up

  1. PDF Generator API β€” 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.
  2. Google Sheets β€” One spreadsheet, two tabs: Registrations and Waitlist. Column details are in the workflow's sticky notes.
  3. Code nodes β€” Replace placeholder template IDs and set MAX_CAPACITY in the "Check Capacity & Prepare Data" and "Promote from Waitlist" nodes.
  4. Credentials β€” 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 β€” remove the 3 Slack nodes if not needed)

How to customize

  • Tiers β€” Add/rename tiers in the form, update the Switch and both Code nodes accordingly.
  • Perks β€” Edit the Set nodes to change tier-specific perks shown in emails.
  • PDF output β€” Switch from URL to File output to attach PDFs directly to emails.
  • Payment β€” Insert a Stripe node before capacity check for paid tickets.