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Notification and management for upcoming public events

Purpose

1.1. Automate the notification and management of upcoming public events for district citizens.
1.2. Ensures the public receives timely, multi-channel notifications (SMS, email, voice, social media).
1.3. Streamlines event registrations, reminders, updates, and feedback collection for district staff.
1.4. Enhances citizen engagement through automated awareness and event response mechanisms.
1.5. Reduces manual inefficiencies by automating repetitive communication and tracking tasks.

Trigger Conditions

2.1. New public event created or updated in government calendar.
2.2. Event approaches a configured time threshold (e.g., 7/3/1 days before event).
2.3. Changes in event details (location, timing, cancellation).
2.4. New citizen registrations or inquiries received regarding the event.
2.5. Feedback submission deadline reached.

Platform variants

3.1. Twilio SMS
• Feature/Setting: Automate SMS dispatch via Twilio Messaging API (POST /Messages) by configuring recipient lists, event info, and reminder schedules.
3.2. SendGrid
• Feature/Setting: Automate email notifications using the Mail Send API, leveraging dynamic templates and personalized subject lines.
3.3. Office 365 Outlook
• Feature/Setting: Automated meeting invitations and reminder emails using Microsoft Graph API /sendMail.
3.4. Google Calendar
• Feature/Setting: Automate event insertions and updates using Calendar API /events, sharing with subscribers.
3.5. Slack
• Feature/Setting: Automate notifications to specific channels or users using Slack Incoming Webhooks.
3.6. Telegram
• Feature/Setting: Automate alerts with Telegram Bot API /sendMessage for group or individual notifications.
3.7. WhatsApp (Meta for Developers)
• Feature/Setting: Automated WhatsApp event reminders via WhatsApp Business Messaging API /messages.
3.8. Facebook Page
• Feature/Setting: Automate event creation and publishing using Facebook Graph API /events.
3.9. Zoom
• Feature/Setting: Automate meeting creation and invitations with Zoom Meetings API POST /users/{userId}/meetings.
3.10. Microsoft Teams
• Feature/Setting: Automated meeting reminders in Teams channels using Microsoft Graph /chats/messages.
3.11. Mailgun
• Feature/Setting: Automated email automation with the Mailgun Messages API POST /messages for bulk event mailouts.
3.12. Discord
• Feature/Setting: Automate server event notifications using Discord Webhooks and Bots POST /webhooks/{webhook.id}.
3.13. Eventbrite
• Feature/Setting: Automated event management and ticketing with Eventbrite API /events and /attendees.
3.14. Salesforce
• Feature/Setting: Automate event record creation, contact notifications using Platform Events API and Process Builder.
3.15. Zendesk
• Feature/Setting: Automate support ticket creation and event-related responses using Tickets API POST /api/v2/tickets.
3.16. Airtable
• Feature/Setting: Automated event lists and RSVP tracking using Airtable API /v0/{baseId}/{tableName}.
3.17. SAP ERP
• Feature/Setting: Automate event resource logistics by integrating with SAP Event Management APIs.
3.18. Notion
• Feature/Setting: Automated event calendars and shared docs using Notion API /v1/pages and /v1/databases.
3.19. HubSpot
• Feature/Setting: Automate marketing emails and event campaigns using HubSpot Events API /events.
3.20. Webex
• Feature/Setting: Automate meeting setups and invitations via Webex Meetings API POST /v1/meetings.

Benefits

4.1. Automated dissemination increases public participation through timely, persistent multi-channel notifications.
4.2. Automating event updates, reminders, and cancellations minimizes information gaps for citizens.
4.3. Automator tools reduce manual labor, freeing staff for high-value citizen interaction.
4.4. Automated RSVPs, feedback, and calendar syncing enable real-time management and reporting.
4.5. Automation ensures ADA-compliant, consistent communication templates for all public audiences.
4.6. Automated analytics dashboards provide insights on engagement, optimising future public event reach.

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