Automated calendar invites for inspections or client meetings

Purpose

1. Schedule and automatically distribute calendar invites for inspections or client meetings associated with grazing leases, ensuring timely notifications and confirmations between landowners and clients.

2. Minimize manual scheduling errors, synchronize calendars across clients and staff, provide clear instructions/locations, allow automated rescheduling, and facilitate reminders and follow-ups to reduce no-shows.

Trigger Conditions

1. New inspection or meeting request submitted via web form, email, or internal system.

2. Contract or agreement includes a date/time for site visit.

3. Manual trigger by staff for ad-hoc events.

4. Confirmation of payment or signed agreement.

5. External calendar update (client or provider changes availability).

Platform Variants

1. Google Calendar

 • API: calendar.events.insert
 • Configure: Authorized service account, event payload with attendees, reminders, and location.

2. Microsoft Outlook/Office 365

 • API: /me/events (Microsoft Graph)
 • Configure: OAuth2 integration, event JSON with organizer/attendees, set "isOnlineMeeting" if required.

3. Apple Calendar (iCloud)

 • CalDAV protocol
 • Configure: Server endpoint, credentials, VEVENT structure with meeting details.

4. Zoom

 • API: /users/{userId}/meetings
 • Configure: JWT/OAuth, schedule meeting call, response includes join links for calendar invite.

5. Calendly

 • Webhooks/API: Event Created
 • Configure: Automated outgoing webhook triggers after client booking, connects details to calendar invite.

6. Acuity Scheduling

 • Webhooks/API: Appointments
 • Configure: sync action when appointment created, send calendar event with custom message.

7. Microsoft Teams

 • API: /teams/{id}/schedule/meeting (via Graph)
 • Configure: Permissions for scheduler, event details sent, returns meeting link.

8. Slack

 • Workflow Builder or API: Reminders & external calendar integration
 • Configure: Connect Google/Outlook integration, post meeting notice directly.

9. Twilio SMS

 • API: /Messages
 • Configure: SMS sent with calendar invite link or ICS file attachment.

10. SendGrid

 • API: /mail/send
 • Configure: HTML email with ICS attachment and RSVP instructions.

11. HubSpot

 • Meetings tool or API: CRM associations
 • Configure: Automated workflow to generate and email invites when record status changes.

12. Salesforce

 • API: /services/data/vXX.X/sobjects/Event
 • Configure: Add Event object, relate to Account/Lead, and trigger notification.

13. Zoho CRM

 • API: /events
 • Configure: Automated creation of calendar event and notification to participant emails.

14. Outlook.com (Personal)

 • Microsoft REST API: /v2.0/me/events
 • Configure: Access token, event details, attendees, reminders.

15. Pipedrive

 • API: /activities
 • Configure: Create activity with appointment details, sync calendar.

16. Mailgun

 • API: /messages
 • Configure: Email with .ics invite sent to recipient.

17. Notion

 • API: Database integration
 • Configure: Create entry and external automation sends calendar invite using Notion update trigger.

18. Google Meet

 • Insert via Google Calendar API
 • Configure: eventConferenceDataVersion=1, inserts Google Meet link in invite.

19. Eventbrite

 • API: /events
 • Configure: Scheduled event with Ticket email containing calendar file.

20. Freshdesk

 • API: Tickets/Events
 • Configure: Ticket update triggers automated invite sent to relevant stakeholders.

Benefits

1. Eliminates manual back-and-forth in scheduling, reducing time spent per booking.

2. Integrates with multiple calendar platforms, adapting to user preferences.

3. Reduces no-shows via reminders and confirmations.

4. Adds professional touch with polished, branded calendar communications.

5. Enables dynamic adjustment for rescheduling and cancellations with automatic updates to all parties.