Automated outreach to local schools and institutions about events

Purpose

1.1. Automate outreach to local schools and institutions about museum events, automating repetitive communications, calendar sharing, and information requests.
1.2. Enable automated, timely event promotion, partnership initiation, and response collection from educational partners.
1.3. Optimize communications workflows and automate follow-ups to maximize event attendance and awareness.
1.4. Centralize outreach logs, automating the tracking, scaling, and reporting of communications impact.

Trigger Conditions

2.1. New event scheduled in the museum calendar (Google Calendar API: New Event trigger).
2.2. Updated event details or reminders (Microsoft Outlook Calendar API: Event Updated trigger).
2.3. Manual initiation via form (Typeform Webhook submission).
2.4. Automated schedule (CRON-based trigger for periodic outreach).
2.5. Receipt of event inquiry email (Gmail API, New Email filter with subject contains “inquiry”).

Platform Variants

3.1. Mailchimp
• Feature/Setting: Automate email campaigns; configure Event-based Trigger, Audience Segment “Schools”.
• API: /campaigns, /lists/members, /automations

3.2. SendGrid
• Feature/Setting: Automated email sends, batch scheduling; configure Single Send, contact list filter “Education”.
• API: /mail/send, /marketing/contacts

3.3. Gmail
• Feature/Setting: Automate templated emails; configure Draft Creation and Auto-Send with Gmail API.
• API: /users.messages.send

3.4. Outlook 365
• Feature/Setting: Schedule and automate event invites; configure Calendar Event Automation.
• API: /me/events, /me/sendMail

3.5. Slack
• Feature/Setting: Automate direct messages or channel posts to institution contacts.
• API: /chat.postMessage, /conversations.invite

3.6. Twilio SMS
• Feature/Setting: Automate SMS outreach to institution representatives; configure messaging service and event reminders.
• API: /Messages

3.7. WhatsApp Business API
• Feature/Setting: Send automated event updates to school contacts via WhatsApp.
• API: /messages, /contacts

3.8. HubSpot
• Feature/Setting: Automate personalized outreach sequences; configure Workflow Enrollment “Event Outreach”.
• API: /crm/v3/objects/contacts, /automation/v3/workflows

3.9. Salesforce
• Feature/Setting: Automate campaign emails and task assignments for school engagement.
• API: /services/data/v54.0/sobjects/Campaign, /sobjects/Task

3.10. Zoho CRM
• Feature/Setting: Automate outreach via workflow rules for institution leads.
• API: /crm/v2/Leads/actions/send_mail

3.11. ActiveCampaign
• Feature/Setting: Automate event invitation series to education segments.
• API: /api/3/contacts, /api/3/campaigns

3.12. Pipedrive
• Feature/Setting: Automate email send-outs and pipeline updates for institutional engagement.
• API: /v1/mailbox/mailThreads, /v1/persons

3.13. Microsoft Teams
• Feature/Setting: Automate event announcement messages to institution-related channels or users.
• API: /chats/messages, /teams/sendActivityNotification

3.14. Zoom
• Feature/Setting: Automate webinar/event invites; configure Scheduled Meeting and automated invitation emails.
• API: /users/{userId}/meetings, /meetings/{meetingId}/registrants

3.15. Eventbrite
• Feature/Setting: Automate listing and email invites for special school events.
• API: /organizations/{organization_id}/events, /events/{event_id}/attendees

3.16. Facebook Messenger API
• Feature/Setting: Automatedly message school pages or groups about upcoming events.
• API: /me/messages, /v12.0/{recipient-id}/messages

3.17. LinkedIn API
• Feature/Setting: Automate institutional outreach via message automation to education professionals.
• API: /messaging/conversations

3.18. Typeform
• Feature/Setting: Automate event registration form distribution, automate notifications for new sign-ups.
• API: /forms, /responses

3.19. Monday.com
• Feature/Setting: Automate workflow for outreach task assignment and status tracking.
• API: /v2/boards/{board_id}/items, /v2/updates

3.20. Airtable
• Feature/Setting: Automate new event record creation, automate email via integration with Outlook or Gmail.
• API: /v0/{baseId}/{tableName}, /v0/meta/bases

3.21. Trello
• Feature/Setting: Automate card creation for outreach tasks; trigger actions for follow-ups.
• API: /1/cards, /1/lists/{idList}/cards

3.22. Google Sheets
• Feature/Setting: Automate event and contact tracking, trigger batch outreach actions via new row.
• API: /v4/spreadsheets/{spreadsheetId}/values, /v4/spreadsheets/{spreadsheetId}/batchUpdate

Benefits

4.1. Automates the entire outreach pipeline, reducing manual workload.
4.2. Automates personalized, timely communications at scale to maximize event reach.
4.3. Enhances automating follow-ups and RSVP management for school contacts.
4.4. Automatedly tracks effectiveness and engagement using analytics and CRM logging.
4.5. Centralizes event and communication data for easier reporting and continuous automation improvements.