Automated instructor assignment based on availability

Purpose

1.1. Automate instructor assignments for aero dance classes by dynamically matching instructor availability, class type, and participant demand, reducing manual scheduling errors, and ensuring optimal resource allocation.
1.2. Eliminate double-bookings, maximize studio/instructor utilization, adapt to last-minute cancellations, and instantly notify stakeholders.
1.3. Integrate calendar management, instructor preferences, and booking confirmations across web, mobile, and comms channels.

Trigger Conditions

2.1. New participant booking is created or modified for an aero dance class.
2.2. Instructor updates availability in real-time or through schedule sync.
2.3. Cancellation or reschedule of a booked class occurrence.
2.4. Periodic workflow check (e.g., daily, hourly) to fill open class slots.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Calendar API Events.watch; configure push notifications on booking calendars for instructor availability and class slots.

3.2. Microsoft Outlook (Office 365)
• Feature/Setting: Graph API /calendar/events; automate instructor assignments by POSTing event info, checking for busy slots automatically.

3.3. Salesforce
• Feature/Setting: Flow Builder with Process Builder or REST API; auto-update instructor resources and trigger tasks on booking object changes.

3.4. HubSpot
• Feature/Setting: Workflow Automation; configure workflow to update custom properties for instructor status on deal or ticket events.

3.5. Zoho Bookings
• Feature/Setting: Webhooks and API; auto-assign instructors based on custom rules; update instructor resource calendar via API endpoint.

3.6. Acuity Scheduling
• Feature/Setting: Appointment Scheduler API — configure webhooks to trigger instructor allocation and notify both parties.

3.7. Calendly
• Feature/Setting: Admin API; use event-type hooks to automate assignment to available instructors and send updates via email/SMS.

3.8. Mindbody
• Feature/Setting: Staff and Class schedule endpoints; auto-update class-instructor associations via POST requests.

3.9. Glofox
• Feature/Setting: Class Management API; set up automation on class creation to identify and allocate instructor slots.

3.10. Booker
• Feature/Setting: Appointments API; automatically assign available staff to new class reservations.

3.11. Square Appointments
• Feature/Setting: Booking API; configure system to auto-select and notify instructor per availability constraints.

3.12. Jotform
• Feature/Setting: Submission hooks; when a class form is submitted, auto-run assignment logic and dispatch results via integration.

3.13. Twilio SMS
• Feature/Setting: Messaging API; configure outbound instructor notification when assigned, using programmable SMS workflows.

3.14. Slack
• Feature/Setting: Incoming Webhooks; send class assignment messages to instructor Slack channels or direct messages on assignment.

3.15. Asana
• Feature/Setting: Project Tasks API; auto-create assignment task in instructor’s project based on class scheduling API callback.

3.16. Airtable
• Feature/Setting: Automations; trigger instructor assignment when a new booking record is added or instructor availability updates.

3.17. Trello
• Feature/Setting: Card Automation; create card automatically in instructor list when a new assignment occurs.

3.18. Notion
• Feature/Setting: API-based database automation; update instructor assignment and availability in real time when booking triggers are fired.

3.19. Zapier
• Feature/Setting: Multi-step Zap; automate from booking trigger to instructor update, bridging multiple booking/calendaring apps.

3.20. Pabbly Connect
• Feature/Setting: Automation workflow builder; orchestrate instructor assignment logic triggered by booking creation.

3.21. Webex Teams
• Feature/Setting: API messages endpoint; notify instructors directly in team chat when they are assigned classes.

3.22. Google Sheets
• Feature/Setting: Google Apps Script triggers; auto-update instructor roster sheets upon new bookings and reflect latest availability.

Benefits

4.1. Minimizes manual scheduling and eliminates human error in the assignment process.
4.2. Increases bookings by ensuring no class is held up for lack of instructor assignment.
4.3. Enables real-time, multi-channel instructor and member communication.
4.4. Boosts studio resource efficiency and staff satisfaction by balancing workloads.
4.5. Supports instant scaling across locations with standardized, integrated scheduling logic.