Automated reminders for upcoming facility bookings

Purpose

1.1. Ensure all stakeholders are promptly reminded of their facility bookings via their preferred channels (email, SMS, push notification).
1.2. Minimise the risk of missed events or double bookings in Anglican church facilities by automating reminders to wardens, staff, and congregation.
1.3. Enable clear communication, reduce last-minute logistical issues, and streamline operations for regular and special church events.
1.4. Support resource allocation planning and timely preparation for upcoming bookings, including AV, catering, and security.

Trigger Conditions

2.1. Scheduled facility booking is approaching a defined timeline (e.g., 24/48/72 hours prior).
2.2. Booking status changes (confirmation, reschedule, or cancellation).
2.3. Facility booking is created or updated in the church calendar or resource management system.
2.4. Manual override for urgent reminders triggered by admin.

Platform Variants

3.1. Twilio SMS
- Feature/Setting: Send SMS via Twilio Messaging API; Configure webhook to trigger when booking matches trigger condition.
3.2. SendGrid
- Feature/Setting: Send transactional emails using SendGrid API; Configure event trigger with booking system webhook.
3.3. Outlook 365 Calendar
- Feature/Setting: Use Outlook Calendar API to send event reminder emails; Configure calendar event notification settings.
3.4. Google Calendar
- Feature/Setting: Google Calendar API to push notifications or emails; Set notification rules via API.
3.5. Slack
- Feature/Setting: Send direct or channel messages using Slack Incoming Webhooks or Bots.
3.6. Microsoft Teams
- Feature/Setting: Use Teams API to deliver chat messages or notifications based on calendar integration.
3.7. WhatsApp Business API
- Feature/Setting: Automated WhatsApp messages for group or individual reminders via programmed API message templates.
3.8. Mailgun
- Feature/Setting: Automated email using Mailgun API; trigger by booking event webhook.
3.9. Pushover
- Feature/Setting: Push notifications to mobile devices via Pushover API when a booking event occurs.
3.10. Telegram Bot API
- Feature/Setting: Telegram bot to send direct messages automatically upon trigger.
3.11. Zoom
- Feature/Setting: Zoom API to send webinar/event reminders for hybrid or online bookings.
3.12. Monday.com
- Feature/Setting: Set up automation using Monday's API with integration recipes for booking reminders.
3.13. HubSpot CRM
- Feature/Setting: Automated workflow with email/SMS via CRM, triggered by booking property update.
3.14. Salesforce
- Feature/Setting: Automation via Salesforce Flows for reminders; send notifications/emails on event creation or update.
3.15. Zoho CRM
- Feature/Setting: Create workflow rules with Zoho CRM API for sending reminders via email or SMS.
3.16. Asana
- Feature/Setting: Task and calendar integration; trigger email/push notification with Asana API.
3.17. ClickSend
- Feature/Setting: SMS or email reminder automation using ClickSend's messaging API on trigger event.
3.18. Freshdesk
- Feature/Setting: Automated ticket or notification via Freshdesk workflows when facility resources are booked.
3.19. Discord
- Feature/Setting: Send DM or channel notification via Discord bot when trigger condition met.
3.20. Mailchimp
- Feature/Setting: Automated email campaign using Mailchimp API on adding booking to mailing list segment.
3.21. ActiveCampaign
- Feature/Setting: Automation workflow for booking reminders, sending emails/SMS on schedule.

Benefits

4.1. Reduces manual workload and risk of overlooked bookings.
4.2. Enhances communication, punctuality, and event preparedness.
4.3. Supports diverse notification preferences across stakeholders.
4.4. Increases facility utilisation efficiency and member satisfaction.
4.5. Improves administrative control and oversight for Anglican churches.