Meeting and event scheduling integration

Purpose

1.1. Streamline coordination of meetings/events by automatically syncing communications, calendar invites, notifications, booking resources, and status updates across multiple platforms.
1.2. Ensure security, reduce manual errors, optimize resource allocation (personnel, rooms, equipment), and centralize meeting records for efficient decision-making.
1.3. Integrate scheduling with base-wide systems—communications, access, and reporting—for operational readiness and compliance visibility.

Trigger Conditions

2.1. New meeting/event request submitted via form, email, or message.
2.2. Calendar updates detected (creation, modification, or cancellation).
2.3. Room, resource, or personnel availability changes.
2.4. Classified operations tagged for coordination or deconfliction.
2.5. Approval workflows invoked for sensitive or critical events.

Platform Variants

3.1. Outlook 365
• Feature/Setting: Calendar API — Use `/me/events` endpoint for event creation/updates.
• Configure: Register app, grant delegated calendar permissions, POST meeting details.

3.2. Google Calendar
• Feature/Setting: `Events: insert` API — Automate event scheduling.
• Configure: OAuth credentials, set calendar ID, push meeting payload.

3.3. Microsoft Teams
• Feature/Setting: Graph API — Schedule meetings via `/me/onlineMeetings`.
• Configure: Register app, enable OnlineMeetings.ReadWrite, trigger on invite creation.

3.4. Zoom
• Feature/Setting: Meetings API `POST /users/{userId}/meetings`.
• Configure: Set meeting type, join URL, and notification settings.

3.5. Cisco Webex
• Feature/Setting: Meetings REST API — Automate `Create/UpdateMeeting`.
• Configure: Personal access token, define parameters for recurrence/invitees.

3.6. Slack
• Feature/Setting: Events API — Notify channels for scheduled events.
• Configure: Listen for `calendar.event_created`, post to designated channel.

3.7. Twilio
• Feature/Setting: SMS API — Send SMS reminders for new or updated events.
• Configure: Account SID/auth token, use `messages.create()` with event info.

3.8. SendGrid
• Feature/Setting: Mail API — Send confirmation/invitation emails.
• Configure: API key, use `/mail/send` endpoint, template with RSVP link.

3.9. Salesforce
• Feature/Setting: Events Object — Sync and attach meetings to records.
• Configure: REST API, use `sobjects/Event`, update on new bookings.

3.10. ServiceNow
• Feature/Setting: Appointment Scheduling module — Create incident-linked meetings.
• Configure: REST API credentials, POST to `/api/now/table/incident`, add calendar entry.

3.11. Google Forms
• Feature/Setting: Responses webhook — Trigger on event submissions.
• Configure: Script/webhook for form responses, push to scheduling flow.

3.12. SharePoint
• Feature/Setting: Lists API — Reserve resources via scheduling lists.
• Configure: Register Graph App, trigger flows on list update.

3.13. Asana
• Feature/Setting: Tasks API — Assign and schedule meeting follow-ups.
• Configure: Personal access token, create task upon meeting creation.

3.14. JIRA
• Feature/Setting: Issues API — Link events to issue timelines.
• Configure: REST API, POST event note to specified issue.

3.15. SAP SuccessFactors
• Feature/Setting: Meeting sync via OData — Attach meetings to HR events.
• Configure: Service credentials, PATCH to employee timeline.

3.16. PagerDuty
• Feature/Setting: Events API — Create incidents for urgent event changes.
• Configure: Integration key, send trigger payload on scheduling conflicts.

3.17. DocuSign
• Feature/Setting: Envelopes API — Automate sign-off for meeting approvals.
• Configure: API Key, send event approval doc, collect digital signatures.

3.18. ZoomInfo
• Feature/Setting: Contact API — Validate attendee info against personnel directory.
• Configure: API token, GET/lookup attendee, flag anomalies.

3.19. Okta
• Feature/Setting: Single Sign-on API — Secure login for scheduling/attending.
• Configure: Client app, enforce MFA for high-security events.

3.20. HubSpot
• Feature/Setting: Meetings API — Book and sync meetings with contact records.
• Configure: API key, automate meeting record creation per event.

Benefits

4.1. Eliminates manual scheduling and reduces cross-platform errors.
4.2. Improves security and compliance through traceable, automated records.
4.3. Increases operational responsiveness by centralizing resource management.
4.4. Enhances visibility for command staff into operational calendars and event flows.
4.5. Supports real-time notifications and ensures personnel are consistently informed.
4.6. Scales scheduling capacity to simultaneous or recurring mission-critical events.