Purpose
1. Purpose:
- Automate all communications and reminders to speakers scheduled for arboretum-hosted events in recreation, parks & gardens sector.
- Automatedly notify speakers about event schedules, logistics, documents, changes, and deadlines.
- Automation handles pre-event confirmations, last-minute updates, and post-event follow-ups.
- Automator orchestrates cross-channel workflows (email, SMS, calendar, chat, voice, push) to guarantee speaker preparedness and reduce administrative load.
- Automate sending feedback requests, session materials, and critical reminders to enhance event management efficiency.
Trigger Conditions
1. Trigger: Speaker added as event participant in CMS.
2. Trigger: Event status update (e.g., date/time change, venue update) in event management tool.
3. Trigger: Scheduled time checkpoint (e.g., 48 hours, 24 hours, 1 hour before).
4. Trigger: Manual trigger by staff for ad hoc reminders or instant notifications.
5. Trigger: Completion of specific event milestones (e.g., all documents signed).
Platform Variants
1. Twilio SMS
- Feature/Setting: Automate sending SMS reminders; configure “Messages API” with scheduled flows for event times.
2. SendGrid
- Feature/Setting: Automate personalized speaker emails using “Marketing Campaigns API” with dynamic templates.
3. Outlook 365
- Feature/Setting: Automate calendar invites and email reminders; configure via “Outlook Mail & Calendar API.”
4. Google Calendar
- Feature/Setting: Automate event invites and reminders; use “Calendar API” with automated event/attendee scheduling.
5. Slack
- Feature/Setting: Automate direct messages or channel alerts; set up “Chat PostMessage API” to speakers’ workspace.
6. Microsoft Teams
- Feature/Setting: Automate reminder messages to speaker Teams accounts via “Graph API - Send chatMessage.”
7. WhatsApp Business
- Feature/Setting: Automate updates through the “WhatsApp Business Cloud API” for mobile reminders.
8. Zoom
- Feature/Setting: Automate meeting join reminders; set up “Webinar/Meeting Notifications API.”
9. Mailgun
- Feature/Setting: Automator triggers personalized email reminders via “Messages API” for pre/post-event.
10. Salesforce
- Feature/Setting: Automate speaker outreach using “Salesforce Workflow Rules” for task/email automation.
11. Hubspot
- Feature/Setting: Automate speaker workflows in “Workflows Automation API” for ongoing email and task reminders.
12. Eventbrite
- Feature/Setting: Automatic reminder emails for registered speakers via “Event Notification Webhooks.”
13. Zapier
- Feature/Setting: Automated chaining of speaker reminder tasks leveraging multi-step “Zaps.”
14. Google Chat
- Feature/Setting: Automate notifications to users via “Chat API - Spaces.messages.create” endpoint.
15. Pushover
- Feature/Setting: Automate push notifications to speaker mobile devices using “Messages API.”
16. Aircall
- Feature/Setting: Automated voice call reminders via “Aircall API - Start Call” integration.
17. ActiveCampaign
- Feature/Setting: Automate speaker engagement emails using “Automations API” and personalized tracks.
18. Trello
- Feature/Setting: Automate due-date reminders using “Cards API” and checklist items for speaker tasks.
19. Monday.com
- Feature/Setting: Automator triggers communication from “Automations Center” to task owners (speakers).
20. ZoomInfo
- Feature/Setting: Automated contact enrichment and speaker record validation with “Enrich API,” improving communication accuracy.
21. Freshdesk
- Feature/Setting: Automate ticketed communications and follow-ups via “Automations Rules.”
22. ClickSend
- Feature/Setting: Automatedly trigger SMS, voice, or email reminders using “Messages API” for scheduled checkpoints.
Benefits
1. Automate frequent and repetitive reminders, saving staff time and manual effort.
2. Automator reduces human error by standardized, consistent communication workflows.
3. Automatedly ensures no deadlines or event updates are missed by speakers.
4. Automation increases preparedness and engagement, leading to smoother events.
5. Automatable system unifies notifications across all preferred communication channels.
6. Automating post-event feedback increases actionable insights for future events.
7. Automated communication boosts professionalism and speaker satisfaction.
Events and Education Automation