Scheduling rehearsal and meeting notifications

Purpose

1.1. Automate the scheduling, sending, and tracking of rehearsal and meeting notifications for staff, artists, and volunteers within a non-profit arts group.
1.2. Automator retrieves event data, manages calendar invites, triggers custom reminders, and consolidates RSVP/delivery statuses for streamlined event and program management.
1.3. Ensure all participants receive timely, reliable notification/updates via multi-channel automation, reducing manual effort, and decreasing no-shows.

Trigger Conditions

2.1. New event/rehearsal entry created or updated in calendar system.
2.2. Predefined time before event (e.g., 48/24/3 hours ahead) for automated reminders.
2.3. Change in event details status (time/venue/cancellation) triggers automated update notification.
2.4. Initiation upon group or individual RSVP status changes requiring targeted follow-ups.

Platform Variants

3.1. Google Calendar
• API: "Events.insert", "Events.watch"
• Automates creation, updating, and tracking of event invitations and reminders.
3.2. Microsoft Outlook/Office 365
• API: "Create event (V2)", "Send reminder (Graph API)"
• Automator synchronizes meeting notifications with staff/artist Outlook calendars.
3.3. Twilio SMS
• Feature: "Programmable Messaging > Send SMS"
• Automated SMS notifications and last-minute changes to participant phones.
3.4. SendGrid
• API: "Mail Send"
• Schedules automated rehearsal notifications via email.
3.5. Slack
• API: "chat.postMessage"
• Sends automated channel or direct-message reminders about meetings/rehearsals.
3.6. Zoom
• API: "Create Meeting" + "Meeting Reminder"
• Automates notification of virtual rehearsal/meeting links and status updates.
3.7. Discord
• API: "Create DM", "Send Message"
• Automated audience-specific rehearsal reminders via group/DM.
3.8. WhatsApp Business
• API: "Send Message"
• Automates direct reminder delivery for confirmed participants.
3.9. Mailchimp
• API: "Campaigns.create", "Campaigns.send"
• For larger events, scheduled group notifications to segmented contacts.
3.10. Eventbrite
• API: "List Attendees", "Send Message"
• Sends automated event notifications and reminders to registered guests.
3.11. Salesforce
• API: "Create Task/Event", "Send Notification"
• Automates reminders and RSVP tracking in CRM workflows.
3.12. Asana
• API: "Tasks.create", "Stories.addComment"
• Assigns automated rehearsal tasks and posts schedule notifications.
3.13. Trello
• API: "Create Card", "Add Comment"
• Automates meeting entries and reminder comments for board members.
3.14. Notion
• API: "Create Page", "Update Page"
• Automatedly generates rehearsals and updates to shared workspaces.
3.15. Monday.com
• API: "Create Item", "Create Update"
• Automates scheduling and notifying team members in project boards.
3.16. Facebook Messenger
• API: "Send Message"
• Automated rehearsal/meeting reminders for opted-in contacts.
3.17. Telegram
• Bot API: "sendMessage"
• Sends automated notifications for schedule changes and reminders.
3.18. Airtable
• API: "Create Record", "Update Record", "Webhooks"
• Automates event entry and sends connected notifications.
3.19. Zoho CRM
• API: "Events", "Send Mail"
• Streams automated notification workflows to registered contacts.
3.20. Calendly
• API: "Webhooks", "Event Types"
• Automates scheduling triggers and reminders to all participants.

Benefits

4.1. Automates multi-channel notifications and RSVP management, reducing manual errors.
4.2. Automator ensures consistent delivery of details/updates/changes for all stakeholders.
4.3. Centralizes all communication, automating tracking, logging, and escalating non-responses.
4.4. Automated workflows save administrative time and improve event attendance reliability.
4.5. Automation increases engagement and operational efficiency for non-profit arts organizations.