Event & Performance ManagementPurpose
1.2. Allow cast, crew, and volunteers to self-manage availability, receive automated reminders, and quickly resolve resource conflicts across multiple venues and dates.
1.3. Integrate with ticketing, facilities management, and communications systems to ensure rehearsal/performance logistics are visible and actionable for all stakeholders.
1.4. Streamline communication of schedule changes, confirmations, and cancellations for maximum efficiency and continuity.
Trigger Conditions
2.2. Change to participant availability submitted through response to email, text, or app notification.
2.3. Venue booking confirmation or cancellation from reservation system.
2.4. Deadline or milestone reached (audition complete, tech run scheduled).
2.5. Manual override by authorized event manager or production lead.
Platform Variants
3.1. Google Calendar
• Feature: Calendar API, Events: create, update, notify participants.
• Sample config: Set watch on event creation, auto-sync with cast group calendar.
3.2. Microsoft Outlook 365
• Feature: Graph API, Calendar Events: schedule, update, send invites.
• Sample config: Webhook trigger on event, automate response and status update.
3.3. Apple iCloud Calendar
• Feature: Calendar invite auto-accept, shared calendars.
• Sample config: Sync shared group calendar on booking confirmation.
3.4. Doodle
• Feature: Poll create/close API for availability.
• Sample config: Automate creation of Doodle poll and send results to all.
3.5. Calendly
• Feature: Webhook on event scheduled, availability window push.
• Sample config: Block times on Calendly on rehearsal scheduling.
3.6. Slack
• Feature: Scheduled messages, Reminders API, Channel posting.
• Sample config: Post rehearsal reminder 3 days in advance to #cast.
3.7. Twilio SMS
• Feature: Programmable SMS API.
• Sample config: Send auto-SMS on schedule change.
3.8. SendGrid
• Feature: Transactional Email API.
• Sample config: Email participants with new schedule attachment.
3.9. Zoom
• Feature: Meeting Scheduling API.
• Sample config: Auto-create rehearsal Zoom link, email participants.
3.10. Asana
• Feature: Task/Project API, Timeline update.
• Sample config: Create/assign rehearsal tasks with due dates.
3.11. Trello
• Feature: Card creation via API, calendar power-up.
• Sample config: Add performance as card, sync with calendar.
3.12. Eventbrite
• Feature: Event API, ticket registration.
• Sample config: Automate public event creation/ticket updates.
3.13. Salesforce
• Feature: Campaign/Task Automation API.
• Sample config: Log events and participant activities.
3.14. Airtable
• Feature: Bases, Automation scripts.
• Sample config: Store and auto-update master schedule.
3.15. Notion
• Feature: Database API, linked calendars.
• Sample config: Sync schedule to shared production workspace.
3.16. Mailchimp
• Feature: Campaign triggers, audience notification.
• Sample config: Auto email newsletter on event schedule finalization.
3.17. Facebook Events
• Feature: Graph API event creation and updates.
• Sample config: Publish performance details to group/page.
3.18. Zapier
• Feature: Multi-app automation builder.
• Sample config: Chain triggers between calendar, email, and SMS.
3.19. Monday.com
• Feature: Board automation, date-based reminders.
• Sample config: Automate status changes based on rehearsal phase.
3.20. Google Forms
• Feature: Form submission trigger, Sheets integration.
• Sample config: Intake of availability synced to schedule.
Benefits
4.2. Improves participation and attendance through targeted notifications.
4.3. Minimizes scheduling errors, double-bookings, and overlooked conflicts.
4.4. Enhances overall communication and transparency for cast, crew, and organizers.
4.5. Scales easily for multiple concurrent productions or venues with minimal overhead.