Group booking coordination and confirmations

Purpose

1.1. Automate the collection, coordination, and confirmation of group booking requests for acrobatic diving pool events, synchronizing all involved stakeholders, scheduling, capacity checks, notification workflows, payment, and confirmations.
1.2. Ensure all logistics, resource allocation, administrative approvals, participation rosters, and communication channels are managed through automated touchpoints to reduce manual intervention and errors.

Trigger Conditions

2.1. New group booking request submitted online, via email, or phone.
2.2. Capacity or scheduling update in pool/event management system.
2.3. Payment received or status changed.
2.4. Deadline for response or confirmation approached.

Platform Variants

3.1. Microsoft Outlook
• Feature: Calendar & Flow API — Automate event creation, invite coordination, and confirmation emails through Power Automate.
3.2. Google Calendar
• Feature: Calendar API — Sync group bookings, automate invites, and send confirmations.
3.3. Twilio
• Feature: Messaging API — SMS/WhatsApp confirmations and reminders to group leaders.
3.4. SendGrid
• Feature: Transactional Email API — Send booking confirmations, updates, and reminders.
3.5. Slack
• Feature: Incoming Webhooks — Notify staff upon new group booking or status change.
3.6. Salesforce
• Feature: Flows — Custom automation for booking objects, capacity checks, and confirmation dispatch.
3.7. HubSpot
• Feature: Workflows — Trigger contact assignments, deal stage movements, and notifications.
3.8. Zoho CRM
• Feature: Blueprint/Automation Rules — Route new group bookings, trigger confirmation tasks.
3.9. Stripe
• Feature: Payment Intents Webhook — Automate booking confirmation only after payment is completed.
3.10. Eventbrite
• Feature: Webhooks & API — Auto-register group bookings and issue e-tickets upon confirmation.
3.11. Mailchimp
• Feature: Automated Campaigns — Trigger event-specific welcome and info sequences.
3.12. Google Forms
• Feature: Form Submit Trigger — Capture group data, automate staff alerts and data logging.
3.13. Zapier
• Feature: Multi-Step Zaps — Cross-platform orchestration for bookings, notifications, and logging.
3.14. Calendly
• Feature: Scheduled Event Created Webhook — Perform automated follow-ups for selected time slots.
3.15. DocuSign
• Feature: Signature Request API — Secure group waivers, auto-confirm on completion.
3.16. Monday.com
• Feature: Board Automations — Assign staff to group events, set reminders, update statuses.
3.17. Trello
• Feature: Butler Automation — Move cards, send reminders, update group booking lists.
3.18. Pipedrive
• Feature: Workflow Automation — Move group bookings through custom pipeline, send status updates.
3.19. Freshdesk
• Feature: Ticket Automations — Open support tickets on group booking discrepancies.
3.20. Aircall
• Feature: Call Event Webhook — Record and trigger workflows from phone-in group bookings.

Benefits

4.1. Eliminates manual errors in group scheduling and confirmations.
4.2. Accelerates response rates and client satisfaction with near-instant communication.
4.3. Centralizes booking data for analytics and future program planning.
4.4. Enhances event capacity utilization and resource allocation.
4.5. Ensures all stakeholders (clients, staff, finance) are consistently updated.