Instructor schedule optimization and notifications

Purpose

1. Automatedly optimize instructor timetables for recreational gymnastics classes considering instructor availability, experience, and class size.

2. Automates allocation, deconfliction, and balance of instructor workloads with a single workflow.

3. Automates dissemination of real-time schedule updates, class assignment changes, and urgent notifications to instructors and administrative staff by email, SMS, calendar invites, and app push.

4. Integrates with sports management, HR, and communication platforms for seamless class management.

5. Automating notification reduces friction in schedule updates, maximizes instructor and room utilization, and helps avoid errors.

Trigger Conditions

1. New class creation with assigned instructors.

2. Instructor unavailability submission or detected conflict.

3. Modification or cancellation of classes/events.

4. HR system or staff management update (vacation, illness, new hire).

5. Administration-initiated schedule adjustment.

6. Instructor reassignment due to skill-matching or last-minute substitution.

7. Manual trigger from admin dashboard for batch notifications or optimization rerun.

Platform Variants

1. Google Calendar

• API: Calendar Events API — automate event creation/updates/reminders
  
• Sample: Configure automated event insertion with instructor emails and update trigger on conflict.
  

2. Microsoft Outlook/Exchange

• API: CalendarV2/Send Notifications — automate calendar invites and scheduling
  
• Sample: Automate bulk calendar invitations when changes detected, with automated notification sync.
  

3. Twilio SMS

• Feature: Messaging API — automate SMS alerts for urgent schedule changes
  
• Sample: Phone numbers auto-fetched; SMS auto-sent on new assignment or change.
  

4. Slack

• API: Chat.PostMessage — automate direct schedule notifications to instructor DMs
  
• Sample: Automated messages with update links, sent to mapped Slack users.
  

5. SendGrid

• API: Send Email — automate schedule change notification emails
  
• Sample: Automated emails to instructors with updated PDF or iCal attachments.
  

6. Zoom

• API: Meeting/Create — schedule and automate virtual class instructor notifications
  
• Sample: Automated meeting creation for substituted instructors, with auto-invite.
  

7. Asana

• API: Tasks/Projects — automate instructor onboarding to new class projects
  
• Sample: New class triggers automated task assignment with deadlines.
  

8. Salesforce

• API: Scheduler — automate schedule-related record updates and notifications
  
• Sample: Automated trigger updates Lead/Contact records and alerts.
  

9. HubSpot

• API: Email — schedule and automate updates to instructor marketing segments
  
• Sample: Automated email or SMS to instructor lists on change.
  

10. Mailchimp

• API: Campaigns — automates scheduled broadcasts to segmented instructor lists
  
• Sample: Automated campaign triggered for widespread schedule change.
  

11. WhatsApp Business API

• API: Send Message — automate template notifications of schedule changes
  
• Sample: Pre-approved automated templates dispatched to instructor group.
  

12. Telegram Bot API

• Feature: SendMessage — automatedly pings instructor group chats with updates
  
• Sample: Automated callback notifies all group members on class swap.
  

13. Microsoft Teams

• API: Channel Messages — automation pushes updated schedule cards to relevant instructor channels
  
• Sample: Automated announcement in Teams channel with deep-link to class.
  

14. Zapier

• Ingredients: Multi-platform automation to connect triggers from club system to all listed communication methods
  
• Sample: Automated trigger — "new class assigned" sends to all connected apps.
  

15. BambooHR

• API: Time-off/Absence Management — automation triggers schedule optimization when time-off requested
  
• Sample: Automated API call detects unavailability, triggers class reshuffle.
  

16. Airtable

• API: Base Update/Webhooks — automate schedule storage and notification on record change
  
• Sample: Table change webhook triggers notification pipeline.
  

17. Notion

• API: Database/Notifications — automates pushing schedule updates to instructor dashboards
  
• Sample: Auto-update instructor shared Notion space with their schedules.
  

18. Monday.com

• API: Board Automations — new instructor allocation triggers notification workflow
  
• Sample: Automation on board change sends status alert to assigned instructors.
  

19. Facebook Messenger (Workplace)

• API: Send/Receive — automate schedule messages to instructor Messenger inbox
  
• Sample: Automation sends scheduled reminders in chat format.
  

20. Google Chat

• API: Hangouts Chat API — schedule bot automates schedule change alerts to spaces
  
• Sample: Automated bot posts @mention updates for relevant instructors.
  

Benefits

1. Automates conflict resolution, optimizing instructors’ work-life balance.

2. Automatedly synchronizes all stakeholders on schedule changes.

3. Automation increases consistency, reducing manual admin errors.

4. Automator-driven processes improve notification speed and minimize no-shows.

5. Automates cross-platform reach, ensuring no missed communications.

6. Automatable scaling from small clubs to multi-location chains.