Event & Program Management**Purpose**
1.2. Integrate facility schedules, real-time attendee counts, equipment maintenance statuses, and staff availability into a rules-based workflow for efficient, reactive event operations.
1.3. Sync with internal and external platforms to ensure compliance, safety, and communication protocols before, during, and after major events.
**Trigger Conditions**
2.2. Registration count surpasses threshold.
2.3. Equipment flagged as unavailable or out-of-service.
2.4. Resource conflict or overbooking detected.
2.5. Staff shift swaps or time-off requests affecting event resource pool.
2.6. Scheduled maintenance overlaps with event timeline.
**Platform Variants**
3.1. Microsoft Outlook Calendar
• Feature: Calendar Webhooks
• Configure webhook to trigger on new or updated event in Acrobatic Diving Pool schedule.
3.2. Google Calendar
• Feature: Calendar API - watch
• Use API to watch for events tagged “Diving Major Event”; triggers resource workflow.
3.3. WhenIWork
• Feature: Scheduling API
• Set trigger for staff assignment or shift conflict when new event matches criteria.
3.4. Deputy
• Feature: Shift Allocation API
• Create automatic rules for staff assignment when major event is entered.
3.5. Zendesk
• Feature: Ticket Triggers
• Configure event resource request tickets to auto-assign to support team on event announcement.
3.6. Slack
• Feature: Incoming Webhooks
• Auto-post staff duty roster to #diving-events channel when event resources are finalized.
3.7. Trello
• Feature: Board Automation (Butler)
• Create or move cards for resource needs per event; auto-assign team members.
3.8. Asana
• Feature: Rules & Automations
• Automatically assign tasks to facilities, maintenance, and medical teams for event prep.
3.9. Airtable
• Feature: Base Automations
• Allocate equipment based on availability fields for each event row.
3.10. Salesforce
• Feature: Flows
• Trigger automated resource assignment task sequence when opportunity/event is marked as “Confirmed.”
3.11. ServiceNow
• Feature: Flow Designer
• Route resource allocation requests to facility coordinators on high-priority event creation.
3.12. Smartsheet
• Feature: Automated Workflows
• Trigger task and resource tracking sheets to update on event date modifications.
3.13. Oracle Fusion Cloud
• Feature: HCM Event-Based Triggers
• Allocate or flag staff based on availability and compliance checks for scheduled events.
3.14. SAP SuccessFactors
• Feature: Employee Central Events
• Auto-determine available qualified lifeguards, maintenance, and medical support and assign to event.
3.15. BambooHR
• Feature: Time-Off API
• Restrict resource allocation if key personnel have overlapping time-off.
3.16. Zoom
• Feature: Meetings API
• Create staff/facility pre-event briefing sessions automatically when event status is updated.
3.17. Outlook Teams
• Feature: Channel Posting API
• Send automatic resource summary to dedicated diving pool event channel.
3.18. PagerDuty
• Feature: Incident Response API
• Schedule medical or safety staff for on-call status during event window.
3.19. Mailgun
• Feature: Automated Email API
• Send confirmation of resource allocation to each department and backup lists.
3.20. Twilio SMS
• Feature: Messaging API
• Instantly notify staff of assigned roles or emergency changes related to event resources.
3.21. Jira
• Feature: Issue Automation
• Open pre-configured resource task tickets tied to specific event types and close when resolved.
3.22. Google Sheets
• Feature: Apps Script Triggers
• Update roster and equipment lists dynamically based on new event fields.
**Benefits**
4.2. Improves resource utilization and ensures compliance with safety regulations.
4.3. Minimizes double-booking and unstaffed events.
4.4. Real-time notifications drive immediate action during last-minute changes.
4.5. Ensures all critical support functions are in sync for large-scale aquatic events.