Scheduling and reminder automation for resident meetings

Purpose

1.1. Centralize and automate all steps for scheduling resident meetings in multi-unit housing, including calendar creation, participant notifications, agenda sharing, RSVP collection, time-zone management, and reminders across preferred resident channels, reducing manual admin work, improving attendance, and ensuring no meetings are missed.

Trigger Conditions

2.1. Manager initiates new meeting request via dashboard or form.
2.2. Recurring event is due per calendar interval.
2.3. Resident requests meeting or RSVPs to scheduled event.
2.4. Change or cancellation of an existing meeting.
2.5. Approaching meeting date triggers reminders.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: SMS Messaging API; configure POST to /Messages for SMS reminders to residents.
3.2. SendGrid
• Feature/Setting: Send Email API; automate outbound emails (POST /mail/send) for invitations and agenda materials.
3.3. Google Calendar
• Feature/Setting: Calendar Events API; create and update events (POST /calendars/events) for bookings and reminders.
3.4. Outlook (Microsoft Graph)
• Feature/Setting: Calendar API POST /me/events; automate company calendar slots for resident meetings.
3.5. Slack
• Feature/Setting: chat.scheduleMessage; configure reminders and polls in community channels.
3.6. Microsoft Teams
• Feature/Setting: Create Event API; schedule and notify meeting events within Teams group chats.
3.7. Zoom
• Feature/Setting: Meetings API POST /users/{userId}/meetings; auto-create Zoom links for virtual meetings.
3.8. Webex
• Feature/Setting: Meetings Create Meeting API; schedule virtual resident meetings with unique links.
3.9. Telegram
• Feature/Setting: sendMessage API; send bot reminders and invitations to group chats.
3.10. WhatsApp Business API
• Feature/Setting: Message Templates POST /v1/messages; deliver scheduled notifications.
3.11. Mailgun
• Feature/Setting: Messages API POST /messages; trigger custom emails for meeting updates.
3.12. Salesforce
• Feature/Setting: Event Scheduler object and workflow rules; automate CRM-based scheduling requests.
3.13. HubSpot
• Feature/Setting: Meetings API POST /crm/v3/objects/meetings; manage bookings from CRM contacts.
3.14. Calendly
• Feature/Setting: Meetings API event creation; sync self-service bookings to shared calendars.
3.15. Zoominfo Engage
• Feature/Setting: Campaign sequences; embed scheduled reminders as part of resident engagement.
3.16. ActiveCampaign
• Feature/Setting: Automations; queue emails/SMS reminders for registered attendees.
3.17. OneSignal
• Feature/Setting: Notifications API POST /notifications; deliver push notifications before meetings.
3.18. Facebook Messenger Platform
• Feature/Setting: Send API POST /me/messages; direct-message meeting reminders to opted-in residents.
3.19. Intercom
• Feature/Setting: Custom Bots & Outbound messaging; trigger reminders after RSVP.
3.20. Asana
• Feature/Setting: Tasks API POST /tasks; auto-create agenda and follow-up tasks for management and committees.

Benefits

4.1. Lowers workload through end-to-end unattended scheduling.
4.2. Maximizes attendance with timely, multi-channel reminders.
4.3. Reduces human error and double-bookings from manual handling.
4.4. Provides audit trails for compliance and transparency.
4.5. Enhances resident satisfaction through customized and timely engagement.
4.6. Supports hybrid (in-person/virtual) and multi-language notifications.
4.7. Integrates with existing CRMs and communication stacks for data consistency.
4.8. Scalable for small complexes and large portfolios alike.
4.9. Captures RSVP and attendance data for analytics.
4.10. Ensures meetings adapt easily to changes and emergencies.