Instructor scheduling and availability coordination

Purpose

1.1. Centralize instructor schedule management, synchronize live availability across platforms, handle shift swaps, automate absence notifications, and enable students & admins to view or request slots in real time.
1.2. Eliminate manual conflicts by synchronizing events, providing multi-channel reminders, recording preferences, and ensuring accurate instructor-student-class matching.
1.3. Support waitlists, custom class types, and generate structured attendance logs for reporting, payroll, and compliance.

Trigger Conditions

2.1. Instructor submits updated availability via web/mobile form.
2.2. New class session created or rescheduled by administrator.
2.3. Instructor requests time-off or swap.
2.4. Student enrolls, cancels, or requests time with a specific instructor.
2.5. Instructor check-in/check-out event detected.
2.6. Calendar integration detects external event or conflict.
2.7. Approaching session time triggers automated reminders.

Platform Variants

3.1. Google Calendar
• Feature: Event API — Use `Calendar.Events.insert` for publishing or updating class slots with instructor details.

3.2. Microsoft Outlook
• Feature: Graph API '/me/events' endpoint — Create/edit instructor-specific calendar engagements.

3.3. Zoom
• Feature: Create Meeting API — Automate scheduling for virtual instruction, assign instructors dynamically.

3.4. Slack
• Feature: Reminders and Conversations API — Set up `/remind` commands, channel messages for class shifts, direct messages for availability checks.

3.5. Twilio
• Feature: SMS Messaging API — Send SMS notifications to instructors and students on new or changed slots.

3.6. SendGrid
• Feature: Mail Send API — Push bulk and transactional scheduling updates via email.

3.7. Calendly
• Feature: Webhooks & User Event API — Receive instant scheduling and availability changes, update connected systems.

3.8. Salesforce
• Feature: Event and Task SObjects — Automatically insert or update instructor’s schedules as CRM events.

3.9. Airtable
• Feature: Base API — Use PATCH on schedule tables for live instructor availability syncing.

3.10. Asana
• Feature: Tasks API — Represent sessions as tasks, assign to instructors, automate reschedules on date/time field change.

3.11. ZoomInfo
• Feature: Contact Enrichment API — Validate instructor contact info before sending scheduling notifications.

3.12. Zapier
• Feature: Webhooks + Scheduling integrations — Trigger revisits of instructor schedules across dozens of linked apps.

3.13. Notion
• Feature: Databases API — Log instructor session records, update ‘Next Availability’ field on change.

3.14. Trello
• Feature: Cards API — Each card=class, move between lists (“Scheduled,” “Needs Instructor”), automate notifications on movement.

3.15. Moodle
• Feature: Events API — Push class and instructor role events, query for open time slots.

3.16. Google Forms
• Feature: Form Responses API — Collect and parse instructor weekly availability submissions.

3.17. Typeform
• Feature: Responses API — Trigger automations on instructor form completion for shift updates.

3.18. DocuSign
• Feature: Envelope API — Securely digitally sign instructor agreements on new schedule terms.

3.19. HoneyBook
• Feature: Projects API — Attach instructors to classes as "team members," trigger tasks on assignment changes.

3.20. BambooHR
• Feature: Time Off Requests API — Sync instructor time-off blocks with class schedule engine.

Benefits

4.1. Eliminates double-bookings and streamlines changes across multiple platforms instantly.
4.2. Real-time notifications reduce no-shows and help manage last-minute changes.
4.3. Automates record-keeping, reducing administrative workload and error.
4.4. Increases satisfaction by making up-to-date schedules accessible to all stakeholders.
4.5. Integrates absence management, ensuring full class coverage and legal compliance.
4.6. Enables scalable growth by automating routine scheduling and communication workflows.