Automated class scheduling

Purpose

1.1. Automate the scheduling of classes, instructor assignments, room allocations, reminder notifications, and updates for apprentices and staff.
1.2. Integrate data from student enrollments, instructor availability, training requirements, and compliance to optimize class scheduling with minimal manual intervention.
1.3. Address cancellations, rescheduling, and real-time conflict detection dynamically.
1.4. Ensure seamless updates to all parties via automated communication channels and calendar integrations.
1.5. Maintain up-to-date records for compliance, reporting, and audit readiness.

Trigger Conditions

2.1. New apprentice enrollment or course sign-up.
2.2. Addition or amendment of available courses or session times.
2.3. Instructor or room availability update.
2.4. Instructor cancels or requests change in schedule.
2.5. Scheduled periodic batch job (e.g., nightly or weekly scheduling refresh).
2.6. External calendar synchronization event.

Platform Variants

3.1. Google Calendar
• API: Calendar API event insertion, event modification, batch read
• Config: OAuth credentials, set primary calendar, assign color IDs for class types
3.2. Microsoft Outlook 365
• API: Outlook Calendar v1.0 createEvent, updateEvent endpoints
• Config: App registration, delegated mailbox access, specify booking mailbox
3.3. Zoom
• API: Meeting Create endpoint, schedule_for parameter, Outlook add-in sync
• Config: Meeting template selection, auto-reminder toggle
3.4. Twilio SMS
• Feature: Programmable Messaging API, trigger SMS on schedule creation
• Config: Account SID/Auth Token, sender pool, message template with {date}, {link}
3.5. Slack
• Feature: Incoming Webhooks for schedule notifications; Events API for trigger
• Config: Channel selection, bot authentication, adapts per-cohort workspace
3.6. Microsoft Teams
• Feature: Schedule message cards via Graph API, Team channel calendar integration
• Config: Bot framework registration, targeted message template ID
3.7. SendGrid
• Feature: Dynamic email content; v3 Mail Send API
• Config: API key, dynamic template with class details placeholders
3.8. Salesforce
• API: Event creation in Education Cloud, Contact/Instructor lookup
• Config: OAuth credentials, object mapping for participants and instructors
3.9. Moodle
• API: core_calendar_create_calendar_events, core_enrol_get_users_courses
• Config: Site admin token, course to calendar event mapping
3.10. SAP SuccessFactors
• API: OData API to LearningEvent entity
• Config: SCIM or OAuth, map apprentices to their training plan
3.11. Workday
• API: Workday REST API for Learning Schedules, Event push
• Config: Integration system user, job profile-course matching
3.12. BambooHR
• API: Custom training calendar endpoint
• Config: API key, employee ID-lookup for apprentices
3.13. Asana
• API: Task/Project creation per class event, due date set to session start
• Config: Personal access token, workspace/project ID
3.14. Trello
• API: Card creation for each scheduled class; due date for session time
• Config: Board and list ID, automation rule for reminders
3.15. Airtable
• API: Record insertion with datetime fields, lookup for instructors
• Config: API key, base/table ID, linked instructor and room fields
3.16. Notion
• API: Database page creation for each class, relation to apprentices
• Config: Integration token, course DB schema definition
3.17. HubSpot
• API: Engagements API to set calendar meeting, send reminder emails
• Config: API key, owner assignment, custom property mapping
3.18. ZenDesk
• API: Ticket creation for class logistics, notification trigger
• Config: API token, ticket template for class events
3.19. Freshdesk
• API: Create ticket per scheduled/re-scheduled class
• Config: API key, ticket field mappings for session details
3.20. Google Sheets
• API: Sheets API batchUpdate to add/update schedule rows
• Config: Service account, spreadsheet ID, columns for time, apprentice, instructor

Benefits

4.1. Eliminates manual errors and double bookings through real-time data handling.
4.2. Reduces staff workload, freeing resources for mentoring and support.
4.3. Enhances timely communication and reminders, reducing absenteeism.
4.4. Automatically ensures compliance and accurate audit trails.
4.5. Scalability—supports rapid expansion of cohorts and training locations.
4.6. Readily integrates with any existing educational or HR platform ecosystem.