Class Scheduling and CommunicationPurpose
1.2. Minimize manual effort in distributing timetable updates, reducing errors and last-minute confusion.
1.3. Facilitate timely class reminders, cancellations, special event notifications, and venue changes.
1.4. Maintain professional, consistent communication improving attendance and member satisfaction.
1.5. Enable centralized control of schedule information for recordkeeping and audits.
Trigger Conditions
2.2. On update: When schedule data changes in central calendar/spreadsheet.
2.3. Manual trigger: Admin presses a "distribute timetable now" button.
2.4. External event: Trigger upon external feed input (e.g., weather, event conflicts).
Platform Variants
3.1. Google Calendar
• Feature: Event notifications and API
• Setting: Configure push notifications (watch endpoint) + send email reminders using Calendar API.
3.2. Microsoft Outlook 365
• Feature: Calendar events sync
• Setting: Use Outlook Calendar API to trigger on timetable event/series creation, then push mail using Graph API.
3.3. Twilio SMS
• Feature: Programmable Messaging API
• Setting: Configure timetable fetch via webhook, send SMS batch with class times to all recipients.
3.4. Slack
• Feature: Incoming Webhooks
• Setting: Post schedule updates to specific channel using incoming webhook and message formatting blocks.
3.5. Discord
• Feature: Bot message API
• Setting: Custom bot posts weekly/monthly timetable in a #schedule channel using Discord’s /.messages endpoint.
3.6. SendGrid
• Feature: Transactional Email API
• Setting: Build HTML timetable and schedule template, send via /mail/send endpoint to mailing list.
3.7. Mailchimp
• Feature: Email Campaigns API
• Setting: Use campaign creation API for scheduled sends, dynamic merge tags with class details.
3.8. WhatsApp Business API
• Feature: Message template
• Setting: Upload approved class schedule template, schedule sends to instructor/student groups with templated timetable details.
3.9. Telegram Bot API
• Feature: sendMessage method
• Setting: Bot sends formatted timetable as text/image to group or channel via /sendMessage.
3.10. Facebook Messenger
• Feature: Messenger Send API
• Setting: Broadcast timetable message to subscriber group via PAGE_ACCESS_TOKEN and message payload.
3.11. Zoom
• Feature: Meetings API
• Setting: Schedule events in Zoom; distribute links/times via email or chat using created meeting details from Meetings API.
3.12. Notion
• Feature: Database/Calendar API
• Setting: Append/update a weekly timetable page, trigger notifications via Notion’s integration/automations.
3.13. Airtable
• Feature: Automated Emails/Automations
• Setting: Update schedule in base; set automation to email participants on change or regular interval.
3.14. Zapier
• Feature: Multi-platform workflow triggers
• Setting: Schedule triggers that collect timetable from sheet/calendar and push to chosen channels (Email, SMS).
3.15. ActiveCampaign
• Feature: Automated campaign broadcast
• Setting: Segmented mailing to parents, juniors, seniors, instructors, with dynamic timetable blocks.
3.16. Smartsheet
• Feature: Alerts and Actions
• Setting: Auto-send timetable sheet or snapshots to email groups or Slack every Monday/1st of month.
3.17. Constant Contact
• Feature: Email campaign scheduling
• Setting: Recurring campaign setup with import from spreadsheet or calendar via API.
3.18. Salesforce
• Feature: Process Automation
• Setting: Process Builder or Flow to send timetable update email/text on schedule change or at scheduled times.
3.19. Monday.com
• Feature: Automations + Integrations
• Setting: When item updates (class event/board), automate message/email to all board members.
3.20. HubSpot
• Feature: Workflow Automation
• Setting: Use scheduled workflow to email new/updated class timetable to contact lists segmented by age/role.
Benefits
4.2. Ensure real-time delivery of accurate schedules to all stakeholders.
4.3. Enable multi-channel coverage (email, SMS, chat, calendars).
4.4. Provide audit trail and backup for all timetable communications.
4.5. Enhance professionalism, member retention, and operational predictability.