Automate class scheduling and calendar integration

Purpose

1.1. Automate class scheduling, calendar updates, and notifications for Aikido classes, minimize manual coordination, and synchronize attendees and instructors’ schedules across platforms.
1.2. Enable dynamic class creation, rescheduling, capacity monitoring, attendee tracking, real-time updates, and automated reminders, supporting seamless studio operations and improved student experience.
1.3. Facilitate integrated calendar updates, prevent double bookings, and streamline attendance management for martial arts schools focused on Aikido.
1.4. Leverage APIs to ensure all stakeholders receive instant, reliable updates via preferred platforms (email, SMS, app, or calendar tools).

Trigger Conditions

2.1. New class creation in admin portal.
2.2. Manual class booking by student via web/app.
2.3. Instructor submits reschedule or cancellation request.
2.4. Room or facility calendar receives an availability update.
2.5. Attendee RSVP or waitlist status changes.
2.6. Set time threshold for automated reminders (e.g., 24h/1h before class).

Platform Variants

3.1. Google Calendar API
• Feature/Setting: Calendar event insert/update; sample config—POST /calendars/{calendarId}/events/
3.2. Microsoft Outlook Calendar API
• Feature/Setting: CreateEvent; sample config—POST /me/events
3.3. Apple Calendar (iCloud Calendar API)
• Feature/Setting: Event creation via CalDAV; sample config—PUT /calendars/{calendarId}/events/{eventId}
3.4. Calendly
• Feature/Setting: Event webhook trigger; integration endpoint
3.5. Acuity Scheduling
• Feature/Setting: Appointment webhook; trigger on new/rescheduled/canceled booking
3.6. Zoom API
• Feature/Setting: Create Meeting (for online class); config—POST /users/{userId}/meetings
3.7. Twilio SMS
• Feature/Setting: Messaging API for class reminders; POST /Messages
3.8. Google Sheets API
• Feature/Setting: Class roster append/lookup; POST /spreadsheets/{spreadsheetId}/values/{range}:append
3.9. Airtable
• Feature/Setting: Attendance base update; PATCH /v0/{baseId}/Classes
3.10. Slack
• Feature/Setting: Scheduled message for instructor notification; chat.scheduleMessage
3.11. SendGrid
• Feature/Setting: Email API for confirmation/reminder; POST /mail/send
3.12. Mailchimp
• Feature/Setting: Automated campaign trigger on booking; POST /automations/{workflow_id}/emails
3.13. Whatsapp Business API
• Feature/Setting: Outbound notification; POST /v1/messages
3.14. HubSpot
• Feature/Setting: Timeline API—for contact activity logging; POST /crm/v3/objects/events
3.15. Salesforce
• Feature/Setting: Event creation/Task creation; POST /services/data/vXX.0/sobjects/Event
3.16. Zapier
• Feature/Setting: Schedule trigger and multi-platform sync; Scheduled Zap
3.17. Monday.com
• Feature/Setting: Board automation for class assignments; POST /v2 for item creation
3.18. Trello
• Feature/Setting: Card creation for class slots; POST /1/cards
3.19. Discord
• Feature/Setting: Channel message for student notification; POST /channels/{channel.id}/messages
3.20. Notion
• Feature/Setting: Database entry for class events; POST /v1/pages

Benefits

4.1. Saves administrative time, reduces errors, and increases reliability of class bookings and reminders.
4.2. Enhances student and instructor experience with real-time, multi-channel updates.
4.3. Prevents overbooking/conflicts, improving facility management.
4.4. Strengthens communication, increases attendance rates, and offers analytics for operational insights.