Instructor assignment and automated availability checks

Purpose

1.1 Automate instructor assignment to newly scheduled classes leveraging their availability, skills, location, and preferences.
1.2 Synchronize calendar systems to prevent double-booking and ensure compliance with workload regulations.
1.3 Notify instructors and administrative staff of assignments and allow for real-time acceptance or conflict resolution.
1.4 Gather and log assignment data for compliance, payroll, and statistical reporting.
1.5 Support seamless integration with Learning Management Systems (LMS), HR, and payroll platforms.

Trigger Conditions

2.1 New course session is created in course management platform.
2.2 Instructor submits or updates availability in scheduling system.
2.3 Administrative staff flags a session as requiring an instructor.
2.4 Instructor cancels availability or requests change in assigned sessions.
2.5 Recurring schedule refresh for upcoming semester/term.

Platform Variants

3.1 Google Calendar
• API: Freebusy.query endpoint checks instructor availability; Calendar.Events.insert assigns session.
3.2 Microsoft Outlook
• Feature: Calendar API GetSchedule retrieves free/busy info; Create Event schedules class.
3.3 Zoom
• API: List Users for instructor pool; Meeting Create to book time slot for assigned instructor.
3.4 Slack
• Feature: Conversations.Open for notification; Chat.PostMessage to inform instructor of assignment.
3.5 Salesforce
• Object: Custom Object ‘Instructor Availabilities’ syncs with Course Session object via Flow.
3.6 HubSpot
• API: Engagements endpoint logs assignment; Contact API updates instructor’s status.
3.7 Moodle
• Feature: Core_user_get_users to list instructors; core_course_create_courses for class link.
3.8 Canvas LMS
• API: Users API finds eligible instructors; Calendar Events API books assignments.
3.9 Asana
• Feature: Tasks API to create instructor assignment tasks; Webhooks for updates.
3.10 Trello
• API: Cards POST creates assignment card; Labels mark assignment status.
3.11 Zoho People
• API: Attendance API checks working hours; Shifts API auto-assigns instructor shifts.
3.12 ADP Workforce Now
• API: Time Off endpoint retrieves instructor leave; Scheduling endpoint posts new shifts.
3.13 SAP SuccessFactors
• API: OData UserAvailability retrieves schedule; Job Info integrates with course event.
3.14 BambooHR
• API: Time Off Requests checks availability; Employee endpoint updates assignment notes.
3.15 Freshdesk
• Feature: Ticket Creation for instructor assignment; Automations to notify responsible staff.
3.16 Twilio SMS
• API: Messages endpoint sends SMS notifications for assignment confirmations.
3.17 SendGrid
• API: Mail Send endpoint delivers assignment and availability check emails.
3.18 Airtable
• API: Records endpoint reads instructor data; Updates assignment fields on course record.
3.19 Monday.com
• Feature: Boards handles course session info; Items updated for instructor allocation.
3.20 Google Sheets
• API: Sheets API reads/updates instructor master list and open sessions; auto-populates next open slot.
3.21 Microsoft Teams
• API: Schedule API for class notifications; Shifts for instructor availability.
3.22 Doodle
• API: Polls to aggregate availability; Bookings endpoint marks confirmed assignments.

Benefits

4.1 Prevents instructor overbooking and session gaps.
4.2 Reduces manual scheduling errors and administrative workload.
4.3 Ensures up-to-date notifications and confirmations across preferred communication channels.
4.4 Enhances instructor satisfaction through fair and transparent assignment.
4.5 Streamlines compliance and documentation for audit, HR, and payroll purposes.
4.6 Enables scale-up for high-demand or multi-location adult education providers.