Syncing calendars across all groups

Purpose

 1.1. Ensure all community theater group members and leaders have up-to-date access to rehearsal, performance, and meeting schedules.
 1.2. Eliminate missed appointments and double-bookings by auto-syncing changes across all group and individual calendars.
 1.3. Enable seamless communication of schedule updates, cancellations, and new events across platforms used by cast, crew, and administrators.
 1.4. Reduce manual admin, foster punctuality, and streamline coordination for productions and workshops.
 1.5. Centralize changes made in any calendar provider, propagating them instantly to all others used by any subgroup.
 1.6. Help production managers ensure technical crews are included with current event details regardless of calendar provider or device.
 1.7. Minimize back-and-forth confirmations by offering real-time, automated synchronization between disparate digital calendars.

Trigger Conditions

 2.1. New event created, edited, or deleted in any specified group/member/shared calendar.
 2.2. Addition/removal of a member to a rehearsal, show, or meeting event.
 2.3. Receipt of an external calendar invite (e.g., Google Calendar invite, Outlook meeting).
 2.4. Changes detected in show or rehearsal timelines from production management tools.
 2.5. Regular synchronization interval (e.g., every 10 minutes, hourly, daily).

Platform Variants

 3.1. Google Calendar
  • Feature/Setting: Watch Events API
  • Configure webhook for event insert/update/delete; propagate changes to other services via API.
 3.2. Microsoft Outlook/Office 365
  • Feature/Setting: Calendar Webhooks (Subscription)
  • Subscribe to calendar change notifications; update external calendars using REST API integration.
 3.3. Apple iCloud Calendar
  • Feature/Setting: CalDAV API
  • Monitor calendar modifications; sync with third-party calendar using iCalendar feed.
 3.4. Zoho Calendar
  • Feature/Setting: API Events Module
  • Use webhooks on event creation/update; push changes to other platforms' APIs.
 3.5. Teamup Calendar
  • Feature/Setting: Webhooks & API
  • Enable webhook notification on event change; cross-update linked accounts.
 3.6. Trello
  • Feature/Setting: iCalendar Feed Export
  • Monitor card due dates with feed; import updates into calendars as events.
 3.7. Notion
  • Feature/Setting: Calendar API Integration
  • Detect changes in Notion calendar view; push updates to external calendar providers.
 3.8. Airtable
  • Feature/Setting: Calendar View API
  • Monitor table changes; sync relevant date fields as calendar events.
 3.9. Asana
  • Feature/Setting: Events API
  • Watch project/task due dates; create/modify external calendar events.
 3.10. Slack
  • Feature/Setting: Slack Events API
  • Listen for posted event links or reminders; create/update calendar entries.
 3.11. Facebook Groups
  • Feature/Setting: Graph API (Events)
  • Pull events from group; sync to all group members’ digital calendars.
 3.12. Meetup
  • Feature/Setting: Meetup API – Events
  • Fetch or monitor changes in group events; push to member calendars.
 3.13. Eventbrite
  • Feature/Setting: Webhook/REST API
  • Subscribe to event updates; propagate to internal calendars.
 3.14. Smartsheet
  • Feature/Setting: Calendar View & Webhook
  • Sync sheet row updates to connected calendar apps.
 3.15. Monday.com
  • Feature/Setting: Calendar Integration API
  • Detect changes in board items with date columns; reflect updates externally.
 3.16. ClickUp
  • Feature/Setting: ClickUp Calendar API
  • Link task dates with calendar apps via API.
 3.17. Basecamp
  • Feature/Setting: Calendar iCal Feed
  • Sync schedule changes from Basecamp events using iCalendar protocol.
 3.18. Microsoft Teams
  • Feature/Setting: Teams Calendar Graph API
  • Track meetings/schedule within Teams; sync to group calendars.
 3.19. Salesforce
  • Feature/Setting: Salesforce Calendar API
  • Detect appointment or event changes; automate push to shared calendars.
 3.20. ClickMeeting
  • Feature/Setting: Calendar Integration API
  • Monitor scheduled webinars/meetings; auto-update participant group calendars.

Benefits

 4.1. Eliminates manual syncing, saving admin time and reducing scheduling errors.
 4.2. Provides all stakeholders instant visibility into up-to-date event schedules.
 4.3. Supports mixed calendar environments used by diverse amateur theater teams.
 4.4. Enables flexible, scalable scheduling as groups grow or change platforms.
 4.5. Reduces confusion around rehearsal and show logistics, boosting participation reliability.
 4.6. Strengthens administrative transparency and accountability over event organization.
 4.7. Enhances member satisfaction through improved coordination and reduced miscommunication.