Automate instructor assignment and changes

Purpose

1.1. Automatically assign, update, or change aikido class instructors based on scheduling requirements, instructor availability, qualifications, and last-minute substitutions.
1.2. Ensure accurate instructor allocation, compliance with class skill level requirements, and real-time communication of changes to instructors and students.
1.3. Maintain up-to-date attendance records tied to instructor assignments for reporting, payroll, and student progress tracking.

Trigger Conditions

2.1. New class scheduled requiring instructor assignment.
2.2. Existing class instructor requests substitution.
2.3. Administrative update to instructor roster or availability.
2.4. Emergency or last-minute cancellation by assigned instructor.
2.5. Changes to attendance thresholds or class composition requiring reassessment.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Watch Events API to detect new/modified class events, auto-assign instructor via event updates.

3.2. Microsoft Outlook Calendar
• Feature/Setting: Graph API Event Webhooks to monitor schedule and assign instructors using calendar event fields.

3.3. Salesforce
• Feature/Setting: Flows & REST API to trigger instructor assignment process when class objects or fields are updated.

3.4. Mindbody
• Feature/Setting: Appointment Add/Update webhook, assign available instructors to classes via API.

3.5. Zen Planner
• Feature/Setting: ClassSchedule endpoint updates for instructor field on scheduled class.

3.6. ClassPass
• Feature/Setting: Schedule/Instructor Update API to reflect instructor changes per class.

3.7. Acuity Scheduling
• Feature/Setting: Webhooks for Appointment Changes, assign or substitute instructors on appointment classes.

3.8. Slack
• Feature/Setting: Incoming Webhooks for notifying team channels of instructor assignments/changes.

3.9. Twilio SMS
• Feature/Setting: Programmable Messaging API to SMS instructors and students about scheduling changes.

3.10. SendGrid
• Feature/Setting: Send Mail API to email notifications for every instructor assignment or update.

3.11. Trello
• Feature/Setting: Cards automation to reflect and track instructor assignment workflows.

3.12. Monday.com
• Feature/Setting: Board automation integrations to update instructor assignments for class records.

3.13. Notion
• Feature/Setting: Update Database Item API to change instructor entry for each class.

3.14. Google Sheets
• Feature/Setting: Google Sheets API to adjust instructor fields on class schedule spreadsheets.

3.15. Airtable
• Feature/Setting: Patch records API to modify instructor linked fields.

3.16. HubSpot
• Feature/Setting: Workflow Automation or Meetings API for instructor/class matching and email triggers.

3.17. Shopify (for digital booking)
• Feature/Setting: Update Orders API for classes with instructor metadata.

3.18. Zoho CRM
• Feature/Setting: Deluge workflows to update instructor assignments in events module.

3.19. Xero
• Feature/Setting: Payroll API to update pay based on recorded instructor assignments per class.

3.20. Mailchimp
• Feature/Setting: Transactional Email API for broadcasting instructor change announcements.

3.21. Zapier
• Feature/Setting: Multi-step Zaps for cross-platform instructor update chain reactions.

3.22. Discord
• Feature/Setting: Bot notifications for instructor assignments in dedicated dojo management channels.

4. Benefits

4.1. Minimizes manual errors and double-bookings for instructor assignments.
4.2. Ensures rapid notification and adaptation to schedule changes.
4.3. Integrates with payment, HR, and class attendance for better records and compliance.
4.4. Enhances student experience via timely communication and instructor consistency.
4.5. Boosts admin productivity and operational scalability for martial arts schools.