Guest speaker request and confirmation management

Purpose

1.1. Automate guest speaker request, invitation, confirmation, document collection, and scheduling process for Assemblies of God church events.
1.2. Automate tracking of speaker responses, automated reminders, and confirmation receipts.
1.3. Centralize and automate all communications, contracts, bios, and materials via secure, auditable workflow.
1.4. Enable automated status updates to church staff and leadership teams regarding speaker engagement milestones.
1.5. Automate feedback collection, honorarium processing, and follow-up after event completion for continuous improvement.

Trigger Conditions

2.1. Manual form submission by event coordinator.
2.2. Automated detection of speaker need from event calendar.
2.3. Automated inbound request via website or email.
2.4. Scheduled automated triggers based on event timeline (e.g., 60 days prior).
2.5. API webhook from external church management system.

Platform Variants

3.1. Google Forms
• Feature/Setting: Automate speaker request intake—configure with webhook to automation orchestrator.
3.2. Gmail API
• Feature/Setting: Automate templated email invitations; set to trigger on new intake or template update.
3.3. Outlook 365 API
• Feature/Setting: Automate invitation emails; create calendar holds; sync responses.
3.4. Calendly
• Feature/Setting: Automate speaker scheduling, set callback webhooks for confirmed appointments.
3.5. Twilio SMS
• Feature/Setting: Automate SMS invitations/confirmation requests via Messaging API integration.
3.6. Slack
• Feature/Setting: Automate notification to staff channel on each speaker status change.
3.7. Microsoft Teams
• Feature/Setting: Automate posting updates to designated event planning channel.
3.8. DocuSign
• Feature/Setting: Automate sending, tracking, and archiving speaker contracts via eSignature API.
3.9. Typeform
• Feature/Setting: Automate engagement tracking by collecting guest bios and info entry.
3.10. Zoom API
• Feature/Setting: Automate meeting creation and invite dispatch for virtual speaker sessions.
3.11. Eventbrite
• Feature/Setting: Automate event page registration for guest speakers.
3.12. Asana
• Feature/Setting: Automate task creation for internal follow-ups per speaker status changes.
3.13. Trello
• Feature/Setting: Automate moving cards/status in event management board as speaker progresses.
3.14. Notion
• Feature/Setting: Automate database updates for speaker info, automated document linking.
3.15. AirTable
• Feature/Setting: Automate updates to guest speaker management base with integrated communication log.
3.16. Google Drive API
• Feature/Setting: Automate storage and sharing of speaker documents, automate folder generation.
3.17. Dropbox
• Feature/Setting: Automate file requests and document management for all incoming speaker content.
3.18. HubSpot
• Feature/Setting: Automate guest speaker contact workflow and automated sequence follow-ups.
3.19. Mailchimp
• Feature/Setting: Automate group messaging to potential or confirmed guest speakers.
3.20. Zapier
• Feature/Setting: Automate multi-platform workflows and event-chained automations between above tools.
3.21. Salesforce
• Feature/Setting: Automate creation and update of speaker records as leads or contacts.
3.22. Zoho CRM
• Feature/Setting: Automate information routing and reminders for guest speaker processes.
3.23. Jotform
• Feature/Setting: Automate detailed speaker question intake and database sync.

Benefits

4.1. Automates repetitive communication and document tasks, reducing manual errors.
4.2. Improves response and confirmation speed via automated reminders and notifications.
4.3. Centralizes documentation and communications for improved event oversight.
4.4. Enables scalable workflow as guest speaker volume increases.
4.5. Ensures full auditable records and easy compliance with church or denominational policies.
4.6. Automating feedback and follow-up improves future event planning and guest satisfaction.