Generating and sharing rehearsal schedules

Purpose

1. Automate the creation, distribution, and revision of rehearsal schedules for amateur theater productions.

2. Ensure all cast, crew, and stakeholders receive up-to-date schedules tailored to their roles and availability.

3. Reduce manual coordination work, eliminate scheduling conflicts, enable last-minute updates, and ensure accessibility across communication channels.

4. Standardize schedule formats, maintain version control, and streamline rehearsal-related notifications.

5. Integrate scheduling with attendee confirmations and last-minute changes.

Trigger Conditions

1. Submission of casting finalization form or spreadsheet.

2. Calendar manager updates master schedule.

3. Manual request for new schedule by production manager or assistant.

4. Schedule conflict detected or actor unavailability recorded.

5. Receipt of new rehearsal location or time information.

6. Change in performance dates or run-sheet amendment.

7. Request to distribute updated schedules to entire cast or subgroups.

Platform Variants

1. Google Calendar

• API: calendar.events.insert — Create rehearsal events, invite participants, send updates.
  

2. Microsoft Outlook

• API: /me/events — Automate calendar event creation and send email invites.
  

3. Twilio SMS

• API: POST /Messages — Send rehearsal reminders via SMS; trigger on schedule creation/update.
  

4. SendGrid

• API: mail/send — Dispatch rehearsal schedule emails as HTML/PDF attachments.
  

5. Slack

• API: chat.postMessage — Announce schedules in cast/crew channels; DM cast members direct schedule links.
  

6. Telegram Bot

• API: sendMessage — Send individualized schedule notifications; support for group and private chat.
  

7. WhatsApp Business

• API: messages — Broadcast or direct-message schedule links and updates.
  

8. Zoom

• API: meetings — Automatically set up virtual rehearsals; send invites to all participants.
  

9. Google Sheets

• API: spreadsheets.values.update — Populate rehearsal schedules dynamically; trigger notifications on changes.
  

10. Airtable

• API: Update Records — Use rehearsal base to generate tailored schedules, trigger notifications.
  

11. Monday.com

• API: create_item — Auto-populate rehearsal board; notify via built-in messaging.
  

12. Asana

• API: tasks.create — Create assigned tasks for each rehearsal session with date/time and location.
  

13. Trello

• API: cards.create — Auto-create and assign cards per session, add checklists and reminders for cast.
  

14. Discord

• API: POST /channels/{channel.id}/messages — Post rehearsal schedule in relevant channels/SMS.
  

15. Mailchimp

• API: messages/send — Distribute email schedule newsletters to segmented lists (e.g., cast/crew/parents).
  

16. DocuSign

• API: envelopes.create — Send schedules requiring electronic acknowledgment for receipt confirmation.
  

17. Zoho Bookings

• API: Create Appointment — Allow self-scheduling for rehearsals; send confirmations and updates.
  

18. Salesforce

• API: Event/Task — Log rehearsal schedules against cast member records, trigger emails and SMS.
  

19. Notion

• API: append block children — Push rehearsal schedules to shared workspace; trigger email link sharing.
  

20. Dropbox

• API: files/upload — Upload final schedule versions, generate and distribute shared links.
  

21. Outlook Teams

• API: create event — Schedule rehearsals as Team events, notify members directly.
  

Benefits

1. Eliminates manual emailing and texting by centralizing schedule creation and distribution.

2. Instant, multi-channel communication ensures no one misses updates.

3. Reduces risk of scheduling miscommunication and double-bookings.

4. Facilitates quick conflict resolution with automated alerts and edits.

5. Frees up time for theater organizers to focus on creative tasks and rehearsal quality.