Reminders for upcoming gigs to team members or collaborators

Purpose

1.1. To automate reminders for upcoming gigs, ensuring every team member or collaborator receives timely notifications about event details, load-in times, locations, equipment, and role assignments.
1.2. To reduce manual efforts in event coordination, preventing overlooked communications in the high-paced schedules common to performing musicians.
1.3. To automate calendar invites, task assignments, and logistical alerts, ensuring preparedness and professionalism in all live engagements.
1.4. To automate the consolidation of gig-related data from booking platforms and update all relevant parties with precise, actionable reminders matched to their responsibilities.
1.5. To automate post-gig follow-ups, ensuring the team captures feedback or next actions automatically.

Trigger Conditions

2.1. Automated trigger upon gig/event being confirmed in booking system.
2.2. Automates reminders at set intervals: e.g., 7 days, 48 hours, and 2 hours before event time.
2.3. Trigger automation when event details (time/location) are edited, sending updates.
2.4. Trigger automation on completion of pre-gig checklist or when new collaborators are added.

Platform Variants

3.1. Google Calendar
• API: Insert Event, Create Reminder — automates creation and reminder notifications for event entries.

3.2. Outlook 365
• API: Calendar.CreateEvent — automate Outlook event scheduling and automated reminder emails.

3.3. Twilio SMS
• Messaging API: Send Message — automate SMS gig reminders, configuration: phone numbers, dynamic message templates.

3.4. SendGrid
• Email API: Send Email — automate email reminders with dynamic gig details, team lists, and updates.

3.5. Slack
• API: chat.postMessage — automate event reminder messages in relevant channels or direct messages.

3.6. Microsoft Teams
• API: Create chatMessage — automate reminders in Teams groups/chats, includes attachments for details.

3.7. WhatsApp Business API
• Message Template API: Send Template — automate WhatsApp notification to team group chats or individuals.

3.8. Discord
• Webhook: Send Message — automate reminders posted to artist’s private server channels.

3.9. Telegram
• Bot API: SendMessage — automate Telegram bot pushes for gig details.

3.10. Zoom
• Meeting API: Create Meeting + Reminder — automates calendar invites for soundcheck/online prep.

3.11. Trello
• Card API: Create Card & Due Date Reminder — automate card creation for each event, set automatable due-date alert.

3.12. Asana
• Tasks API: Create Task with Due Date — automate organizing gig tasks and automated reminders.

3.13. Monday.com
• API: Create Item & Send Notification — automate gig workflow item with automatable time-triggered notifications.

3.14. Notion
• API: Create Page, Set Reminder — automate new pages with gig info; automatedly schedule reminders.

3.15. ClickUp
• Task API: Create Task, Set Reminder — automate tasks for gigs, attach automated due-date alerts.

3.16. Salesforce
• Events API: Create Event, Automated Reminder — automates event creation and pre-event alerts to contacts.

3.17. Zoho CRM
• Events API: Create Event, Send Reminder — automate CRM-based reminders to musicians and crew.

3.18. Pipedrive
• Activities API: Create Activity — automate reminder as “Task” for event participation.

3.19. Mailchimp
• API: Create Campaign & Automate Send — automate segmented gig reminders to mailing lists.

3.20. Airtable
• Automations: Send Email/Slack — automate notifications on changes to gig schedule in database.

3.21. Facebook Messenger
• Send API: Send Notification — automate Messenger reminders to artist/crew page groups.

3.22. Basecamp
• To-dos API: Create To-do, Set Reminder — automate gig-related to-dos for each responsible person.

Benefits

4.1. Automated workflows minimize missed communication for gigs, enabling prompt team coordination.
4.2. Automate de-duplication of notifications across platforms, reducing confusion.
4.3. Improve reliability—automatedly manage detail changes, ensuring everyone is current.
4.4. Automating reminders increases operational efficiency, lowering stress for musicians and managers.
4.5. Enhances professionalism; automating event reminders makes crews punctual and prepared.
4.6. Automated reminders free up artists’ mental space, allowing better focus on performance.
4.7. Scalability—automated notification flows facilitate growth from solo to ensemble acts.
4.8. Centralizes gig coordination, reducing risk of human error through automation.