Automated guest speaker invitations and reminders

Purpose

1. Facilitate efficient and recurring invitations and reminders to guest speakers for Alliance church events.

2. Minimize manual coordination, prevent scheduling gaps, and ensure timely follow-up through multichannel automated communications.

3. Centralize guest data, track confirmations, and synchronize reminders across stakeholders (organizers, hosts, speakers).

Trigger Conditions

1. New event entry in event management calendar (e.g., Google Calendar, Outlook).

2. Addition of guest speaker to event guest list database.

3. Changes to event date/time/location or guest speaker assignment.

4. Approaching event reminder interval (e.g., one week or one day before event).

5. Lack of RSVP/confirmation within defined period.

Platform Variants

1. Twilio (Programmable Messaging API)

• Feature/Setting: Automated SMS invitations/reminders. Configure API endpoint for event schedule triggers; set messaging template. Example: POST to /Messages with guest speaker phone and event details.
  

2. SendGrid (Transactional Email API)

• Feature/Setting: Auto-email invitations/updates. Configure dynamic template ID and use /mail/send endpoint with event/speaker data.
  

3. Outlook (Microsoft Graph API)

• Feature/Setting: Auto-send calendar invites (+ follow-up emails). POST to /me/sendMail and /me/events with event data.
  

4. Google Calendar (Calendar API)

• Feature/Setting: Auto-create, update events+invite speakers; trigger email reminders. Use events.insert and events.patch endpoints.
  

5. Slack (Incoming Webhooks/API)

• Feature/Setting: DM guest speakers or notify staff on confirmations. POST message blocks to Slack channel/user webhook.
  

6. WhatsApp (Cloud API)

• Feature/Setting: Automated WhatsApp invitations and reminders. Send template message to contact via POST /messages.
  

7. Microsoft Teams (Graph API)

• Feature/Setting: Automate Teams invitations and reminders to guests/channels. Call /chats/{id}/messages endpoint with templated content.
  

8. Zoom (Meetings API)

• Feature/Setting: Auto-send meeting invites and reminders. Schedule via /users/{userId}/meetings and use reminder notification webhook.
  

9. Calendly (Webhooks + API)

• Feature/Setting: Auto-invite and send reminders when a booking occurs. Use webhook trigger for event scheduled; POST reminders via API.
  

10. HubSpot (Workflows & Marketing Email API)

• Feature/Setting: Automate guest email workflow; track engagement. Trigger with contact property; send transactional emails.
  

11. Salesforce (Process Builder + Messaging API)

• Feature/Setting: Auto-invite and schedule reminders for guest records. Set process flow; send emails/messages on condition.
  

12. Mailchimp (Transactional Email API)

• Feature/Setting: Send automated speaker invites/reminders using mandrill.messages.send; trigger on event date.
  

13. Zoho CRM (Workflow Automation)

• Feature/Setting: Trigger email/SMS/in-app invite when guest added to event module; set reminders based on event date field.
  

14. Airtable (Automations + Email/SMS Integrations)

• Feature/Setting: When guest speaker added to base, send invite via integrated email/sms module.
  

15. Zapier (Multi-App Automation)

• Feature/Setting: Connect event source and email/SMS/calendar apps; define “event added/updated” as trigger; actions send multi-channel invites/reminders.
  

16. Asana (API + Email Integration)

• Feature/Setting: Create guest speaker tasks and auto-email reminders on due dates. Use events and notifications endpoint.
  

17. Eventbrite (Webhooks/API)

• Feature/Setting: Auto-invite and remind speakers when event created. Trigger via “event created” webhook; send message to guest via API.
  

18. ActiveCampaign (Automation builder)

• Feature/Setting: Trigger multi-step guest invite/reminder campaign. Set entry trigger on guest tag or custom field update; send emails/SMS.
  

19. Trello (Butler Automation + Email Power-up)

• Feature/Setting: When new speaker card added to board/list, auto-email invitation and set reminder.
  

20. Intercom (Outbound Messages API)

• Feature/Setting: Auto-send in-app or email guest invites/reminders when contact enters segment/event.
  

21. Pipedrive (Workflow automation)

• Feature/Setting: Send guest invites/reminders when deal/activity for event is created or stage changed.
  

Benefits

1. Eliminates manual follow-up, saving staff time onsite and in preparation.

2. Reduces risk of no-shows or miscommunication through automated, multi-platform reminders.

3. Enhances event professionalism and reliability, boosting guest speaker satisfaction and organizational reputation.

4. Centralizes tracking and ensures complete communication history with each guest speaker.

5. Adapts communication strategy to guest preference (SMS, email, app).