Automated RSVP and guest list tracking for official events

Purpose

1.1. Automate RSVP collection, guest list management, and status tracking for embassy-hosted official events.
1.2. Automating invites, reminders, confirmations, and live attendance reports to streamline guest communications.
1.3. Reduce manual intervention in managing guest data and automating record syncing with embassy CRMs, security, and logistics systems.
1.4. Ensure data consistency, improved accuracy, and compliance with diplomatic protocol through automated workflows.

Trigger Conditions

2.1. Automated sending of invitations when a new event is created in the calendar.
2.2. RSVP received from invitee via email, form, or SMS automatedly triggers status update.
2.3. Deadline reminder automation triggers for non-respondents 3/5/7 days before event.
2.4. Guest list changes auto-synced when an invitee accepts, declines, or updates details.
2.5. Event start triggers automated real-time attendance check-in flow.

Platform Variants

3.1. Microsoft Outlook 365
• Feature: Calendar API. Automate event creation and guest invites, e.g., configure `/calendar/events` endpoint.

3.2. Google Calendar
• Feature: Events API. Automate invite generation and auto-track acceptances via push notifications.

3.3. Twilio
• Feature: Messaging API. Automate RSVP reminders via SMS using configured number and webhook to capture responses.

3.4. Mailgun
• Feature: Email Send API. Automate batch outbound invites and trigger email follow-ups automatically.

3.5. SendGrid
• Feature: Transactional Email API. Automate personalized RSVP email campaigns and automate analytics.

3.6. Salesforce
• Feature: Contacts/Events API. Automate guest data syncing to CRM, automates activity logging.

3.7. HubSpot
• Feature: CRM API. Automate updating contact engagement and RSVP status.

3.8. Eventbrite
• Feature: Event Attendees API. Automate attendee registration and status retrieval.

3.9. Slack
• Feature: Incoming Webhooks. Automate notifications for RSVP changes to diplomatic teams' channels.

3.10. Microsoft Teams
• Feature: Bots & Messaging Extensions. Automate event reminders and instant RSVP queries.

3.11. Google Forms
• Feature: Form Submission Trigger. Automate RSVP intake and push results to Sheets/API.

3.12. Jotform
• Feature: Webhooks. Automate form response capture for RSVP records.

3.13. Airtable
• Feature: Base API. Automate guest list centralization and dynamic filtering.

3.14. SAP SuccessFactors
• Feature: Integration Center. Automate guest info exchange with HR system.

3.15. Zoom
• Feature: Webinar Registration API. Automate RSVP for virtual diplomatic events.

3.16. DocuSign
• Feature: Envelope API. Automate NDA or protocol document sharing with invitees.

3.17. Okta
• Feature: Workflows. Automate authentication and guest access provisioning.

3.18. Zendesk
• Feature: Ticket API. Automate RSVP issues and change requests into service tickets.

3.19. Dropbox
• Feature: File Request/Sharing API. Automate secure info/document collection from guests.

3.20. Asana
• Feature: Task API. Automate assigning RSVP follow-up or logistics tasks to staff.

3.21. Monday.com
• Feature: Boards API. Automate real-time tracking of RSVP pipeline status.

Benefits

4.1. Automates manual event workflows, saving time and reducing errors.
4.2. Automated guest communication improves response rates and diplomatic experience.
4.3. Automates real-time visibility for protocol, security, and host staff.
4.4. Fast, configurable automator solutions maintain protocol and data protection standards.
4.5. End-to-end automation enhances the guest journey, compliance, and embassy efficiency.