Generating and distributing event materials (e.g., schedules, guides)

Purpose

1. Automate the compiling, formatting, and generating of event materials such as agendas, schedules, guides, and checklists for ashram retreats, ensuring accurate, timely, and consistent distribution to attendees, staff, and facilitators using digital and print channels.

2. Enables automated updates of materials when event details change, ensures distribution via multiple channels (email, SMS, cloud links, print) without manual intervention, and automates archiving for future reference or compliance.

3. Automates version control, branding, and tailored messaging for different attendee segments.

Trigger Conditions

1. New event or retreat is scheduled or updated in the event management system.

2. Organizer uploads new material draft or edits to cloud storage.

3. Pre-set timeline milestones (e.g., 24/48/72 hours before event start).

4. Manual trigger by event coordinator via dashboard or app.

Platform Variants

1. Google Workspace (Docs, Drive, Calendar)

• Feature/Setting: Automate document template generation, file sharing, and calendar invites via Workspace API; configure Doc template triggers on Drive folder changes.
  

2. Microsoft 365 (Word, OneDrive, Outlook Calendar)

• Feature/Setting: Automate creation and distribution using Microsoft Graph API; auto-send guides as Word docs and schedule updates via shared calendars.
  

3. Dropbox

• Feature/Setting: Automates file syncing and materials version control via Dropbox API and file event webhooks.
  

4. Twilio SendGrid

• Feature/Setting: Automates mass email dissemination of PDFs/guides using the Mail Send API; set automations for specific recipient lists.
  

5. Twilio SMS

• Feature/Setting: Automates SMS notifications linking to event material downloads with programmable SMS API.
  

6. Slack

• Feature/Setting: Automate group or channel posting of updated materials using Incoming Webhooks and message scheduling.
  

7. WhatsApp Business API

• Feature/Setting: Automate distribution of materials and event guides via broadcast messages and triggered template messages.
  

8. Zapier

• Feature/Setting: Automates cross-app actions (e.g., update in Google Sheet triggers guide generation in Docs and email via Gmail).
  

9. Mailchimp

• Feature/Setting: Automates email campaign sends with attached schedules/guides, list segmentation, and automated delivery schedule.
  

10. DocuSign

• Feature/Setting: Automates e-sign and distribution of participation waivers and event checklists via DocuSign Templates and API.
  

11. Airtable

• Feature/Setting: Automates database-driven materials generation via Airtable Automations and scripting.
  

12. Typeform

• Feature/Setting: Automates collecting participant data for personalized guides and then triggers document generation via API.
  

13. Notion

• Feature/Setting: Automates living document updates for event schedules; shares via automated access control and notifications.
  

14. HubSpot

• Feature/Setting: Automates sending event guides as part of a workflow, personalized to attendee information.
  

15. Calendly

• Feature/Setting: Automates sending of relevant schedules/guides after a user books via Calendly Workflow notifications.
  

16. Monday.com

• Feature/Setting: Automates event checklist generation and task assignments via automation recipes and email modules.
  

17. Salesforce

• Feature/Setting: Automates customized material sends using Marketing Cloud Journeys based on CRM event data.
  

18. Trello

• Feature/Setting: Automates card attachments for event materials and checklist distribution using Trello Automation.
  

19. Asana

• Feature/Setting: Automates distribution of updated schedules to project members with Rules and integration triggers.
  

20. Jotform

• Feature/Setting: Automates guide generation and email distribution post-event registration, via integration and workflow settings.
  

21. Canva

• Feature/Setting: Automates branded PDF/guide generation using templated designs and API-driven export automation.
  

22. Zoom

• Feature/Setting: Automates sending event guides/attachments after registering for online retreat sessions using Zoom Webinar triggers.
  

Benefits

1. Drastically reduces manual labor and error rates in material generation and distribution.

2. Accelerates access to up-to-date, accurate event materials for all stakeholders.

3. Ensures consistency in branding, compliance, and information delivery through automated templates.

4. Automates personalized, segmented delivery based on attendee role or registration type.

5. Improves attendee experience by automating timely communications and last-minute updates.

6. Facilitates automated post-event archiving, evaluation, and reuse of event documentation.