Automated time-zone adjustments for virtual classes

Purpose

1.1. Ensure all virtual class bookings and participant notifications update automatically to local time-zones based on user profile, device, or booking form data.
1.2. Eliminate time-zone confusion for international and remote students joining aero dance classes, ensuring seamless attendance and reduced missed sessions.
1.3. Sync instructor and participant calendars instantly when class schedules change, reflecting correct local times across devices and platforms.
1.4. Streamline booking confirmations, calendar invites, reminders, and follow-ups—all adjusted for each individual’s time-zone.

Trigger Conditions

2.1. New booking form submission with user’s time-zone or location identified.
2.2. Updates or modifications to scheduled class times.
2.3. User registration or profile update with time-zone or geo-location change.
2.4. Administrator initiates batch notifications for upcoming virtual sessions.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Use Events API; set "timeZone" property per attendee.
• Configure: PATCH /calendars/events with attendee data including their "timeZone".

3.2. Microsoft Outlook/Office 365
• Feature/Setting: Calendar API; "start.timeZone" & "end.timeZone" fields.
• Configure: PUT /me/events with start/end including recipient's time-zone.

3.3. Zoom
• Feature/Setting: Meeting Create/Update API; "timezone" parameter.
• Configure: POST /users/{userId}/meetings, specify "timezone" in payload.

3.4. Acuity Scheduling
• Feature/Setting: Client Time-Zone Capture.
• Configure: Booking form field mapped to client time-zone, webhook triggers sync.

3.5. Calendly
• Feature/Setting: Booking API "time_zone" field.
• Configure: Embed widget with dynamic user time-zone detection.

3.6. Doodle
• Feature/Setting: Meeting polls accept participant time-zones.
• Configure: API PATCH participant’s "timeZone" property.

3.7. Twilio SMS
• Feature/Setting: Messaging Service API; schedule SMS with participant’s UTC offset.
• Configure: Schedule message via twilio.messages.create with local adjusted time.

3.8. SendGrid
• Feature/Setting: Dynamic Templates; date/time placeholders with automatic localization.
• Configure: Email triggered to batch contacts with time-zone calculated dynamically.

3.9. Slack
• Feature/Setting: Scheduled Messages API; set "post_at" as user-local timestamp.
• Configure: chat.scheduleMessage with user-specific UTC conversion.

3.10. Salesforce
• Feature/Setting: Event/Task object includes "TimeZoneSidKey".
• Configure: Set object property during record creation/update based on client zone.

3.11. HubSpot
• Feature/Setting: Meetings tool; field mapping for time-zone.
• Configure: Integration webhook captures and applies user’s time-zone in workflow.

3.12. Zoho Bookings
• Feature/Setting: User locale field.
• Configure: Use Zoho Flow to update event times per participant’s location.

3.13. ActiveCampaign
• Feature/Setting: Automated emails; contact time-zone attribute.
• Configure: Trigger campaign sends based on contact’s time-zone field.

3.14. Mailchimp
• Feature/Setting: Send Time Optimization API.
• Configure: Mailout batch scheduled to recipient’s local time.

3.15. Webex
• Feature/Setting: Meeting API; "timezone" meeting attribute.
• Configure: POST /meetings with correct time-zone parameter.

3.16. Eventbrite
• Feature/Setting: Attendee time-zone field (custom question).
• Configure: API PATCH registration data to include time localization for event emails.

3.17. Wix Bookings
• Feature/Setting: Time zone detection on site user.
• Configure: Use Wix API triggers to adjust confirmations & reminders.

3.18. Google Forms
• Feature/Setting: Script automation for date-time conversion.
• Configure: Apps Script to convert and output responses with user-time.

3.19. Typeform
• Feature/Setting: Hidden field for browser’s time-zone.
• Configure: Pass hidden field value to CRM/workflow for event scheduling.

3.20. Outlook.com Mail
• Feature/Setting: Calendar invite with local time setting.
• Configure: Email API set time-zone per recipient in .ics attachment/meta.

3.21. Apple Calendar (iCloud)
• Feature/Setting: Event time-zone support in ICS files.
• Configure: ICS calendar feed marked with attendee’s local time-zone in event data.

3.22. Freshdesk
• Feature/Setting: Ticket auto-reminder by requester’s time-zone.
• Configure: Automations rule uses requester profile time-zone to schedule reminders.

Benefits

4.1. Guarantees all bookings and reminders reflect correct local times, reducing confusion and drop-outs.
4.2. Allows instructors to manage classes for global audiences with minimal manual intervention.
4.3. Ensures booking confirmations, calendar invites, and follow-up messages are always relevant to user context.
4.4. Enhances user experience, increasing satisfaction and repeat attendance rates.