Auto-generation of event setup and teardown checklists

Purpose

1.1. Automate the creation and distribution of event setup and teardown checklists for performing arts theater operations.
1.2. Automate the assignment and tracking of checklist tasks for setup (lighting, sound, props) and teardown (equipment return, cleaning, report completion).
1.3. Automated documentation ensures all critical prep and wrap-up actions are covered for every show, reducing manual errors and staff oversight.
1.4. Streamlines communications by automating notifications, confirmations, and reminders for checklist items and due dates.

Trigger Conditions

2.1. New event scheduled or updated in calendar system.
2.2. Approval of production or event run-book.
2.3. Manual initiation from operations dashboard or mobile app.
2.4. Modification to cast, crew, or venue accessibility schedule.
2.5. Show cancellation or rescheduling detected.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Event trigger API; automates checklist creation on event creation/update.
3.2. Microsoft Outlook
• Feature/Setting: Calendar Events API; automates checklist distribution when events are added.
3.3. Slack
• Feature/Setting: Incoming Webhooks; automates checklist notifications and reminders in channels.
3.4. Trello
• Feature/Setting: Card creation API; automates checklist item generation per event.
3.5. Asana
• Feature/Setting: Task templates API; automates new checklist tasks from playhouse event triggers.
3.6. Monday.com
• Feature/Setting: Automation recipes; automates board updates with event checklist items.
3.7. Airtable
• Feature/Setting: Automations; triggers checklist records per event via form or calendar view.
3.8. Notion
• Feature/Setting: Database triggers; automated setup/teardown checklist creation on page update.
3.9. Zoho Creator
• Feature/Setting: Workflow automation; new event form automates checklist workflow instantiation.
3.10. Jira
• Feature/Setting: Issue templates API; automates task tickets for technical crew per event.
3.11. Salesforce
• Feature/Setting: Process Builder; automates task record generation from event object changes.
3.12. ClickUp
• Feature/Setting: Recurring tasks automation; automates duplicating checklists for rehearsals/shows.
3.13. Basecamp
• Feature/Setting: To-Do Set API; automates checklist template provisioning for each booking.
3.14. Smartsheet
• Feature/Setting: Automated workflows; events auto-generate new checklist spreadsheet rows.
3.15. Wrike
• Feature/Setting: Blueprint automation; sets up checklist folder from event briefing.
3.16. Eventbrite
• Feature/Setting: Webhooks/API; automates checklist deployment on ticketed event creation.
3.17. Google Sheets
• Feature/Setting: Scripted automations (Apps Script); generates automated checklist rows per event.
3.18. Zapier
• Feature/Setting: Multi-step Zaps; automates checklist integration spanning multiple platforms.
3.19. Microsoft Teams
• Feature/Setting: Automated messages via Graph API; sends checklist notifications.
3.20. Todoist
• Feature/Setting: Task import API; automatedly creates checklist tasks per production.
3.21. ServiceNow
• Feature/Setting: Workflow automator; automates incident/task record creation for each event milestone.
3.22. HubSpot
• Feature/Setting: Workflows; automates internal task checklists upon event property updates.
3.23. Zoho Projects
• Feature/Setting: Task automation; generates automated checklists for venue management.
3.24. Box
• Feature/Setting: Automated workflow triggers; attaches checklist docs to each event folder.

Benefits

4.1. Automates repetitive planning, reduces human error, standardizes event operations.
4.2. Automator enables real-time updates and cross-platform synchronization of setup/teardown actions.
4.3. Automated reminders and escalations ensure all tasks are completed before and after each event.
4.4. Automating documentation and reporting streamlines post-event analysis and compliance requirements.
4.5. Frees up theater staff for more strategic, creative work via end-to-end event checklist automation.