Online class booking and calendar synchronization

Purpose

1.1. Automate the process of booking online classes for aerial dance, ensuring seamless management of participant slots, session times, payments, email/SMS reminders, and calendar integration between instructor and clients.
1.2. Centralize all bookings and synchronize real-time changes, minimize double-bookings, automate reminders and reschedules, and create an integrated dashboard for staff and students.
1.3. Improve user experience by providing instant confirmations, cancellation options, and automated waitlists for full classes.

Trigger Conditions

2.1. New booking submitted via website, mobile app, or social channel.
2.2. Change (edit/cancel) to an existing booking by client or admin.
2.3. Payment completion for class or package.
2.4. Class start date approaching (e.g., 24 hours prior).
2.5. Instructor manually adjusts class availability or session schedule.
2.6. Client requests a calendar invitation or reminder.

Platform Variants

3.1. Google Calendar
- API: Events.insert
- Configure to add or update bookings; sync with instructor calendar in real time.
3.2. Microsoft Outlook Calendar
- API: Create Event
- Set up using instructor/studio email to reflect scheduled sessions and changes.
3.3. Calendly
- Webhook/Integrations: New Event Scheduled
- Use webhook to push calendar invites and manage booking slots.
3.4. Acuity Scheduling
- API: Appointments endpoint
- Automate appointment creation, updates, and confirmations for aerial classes.
3.5. Mindbody
- API: Class AddClientsToEnrollments
- Auto-register participants to scheduled classes, push sync to calendars.
3.6. Zoom
- API: Create Meeting
- Auto-generate virtual class links for online sessions and email invites.
3.7. Stripe
- API: PaymentIntent Succeeded webhook
- Trigger calendar synchronization and booking completion after payment.
3.8. PayPal
- IPN/Webhook for completed transactions
- Use payment confirmation event to finalize class slots and send reminders.
3.9. Twilio SMS
- Feature: Programmable Messaging
- Trigger SMS reminders for bookings, changes, or cancellations.
3.10. SendGrid
- API: Mail Send
- Email confirmations, changes, reminders, and calendar file (.ics) attachments.
3.11. HubSpot
- Workflow: Meeting Scheduled trigger
- Create workflow to automate follow-up sequences and sync with calendars.
3.12. Salesforce
- Flow/Process Builder: Event Creation
- Automate calendar events and integrate with class attendee records.
3.13. Slack
- API: chat.postMessage
- Send automated notifications about bookings/reschedules to staff channel.
3.14. Google Forms
- Script Trigger: OnFormSubmit
- Capture and initiate new booking workflows from online forms.
3.15. Zapier
- Integration: Schedule Event Action
- Connect booking apps with calendars, emails, and reminder systems.
3.16. Notion
- API: Create Page
- Push booking information as new entries for class management boards.
3.17. Monday.com
- API: Create Item
- Add new booking or change request as an actionable item on class boards.
3.18. Asana
- API: Task Creation
- Automate to-dos for staff upon booking or schedule changes.
3.19. Trello
- API: Add Card
- Log bookings/changes on workflow boards for visual management.
3.20. ActiveCampaign
- Automation: Subscription Trigger
- Add new class participants to notification and nurture automations.

Benefits

4.1. Reduces manual scheduling and eliminates double-bookings.
4.2. Enhances class filling rate with automated waitlists and reminders.
4.3. Provides seamless, real-time synchronization across instructor and client calendars.
4.4. Decreases no-shows and improves communication with automated notifications.
4.5. Enables scalable, integrated management for growing aerial dance studios.