Maintenance schedule reminders

Purpose

1. Ensure that all aircraft and essential equipment within an aeroclub are maintained according to regulatory and safety standards.

2. Automate notifications to responsible personnel before, on, and after scheduled maintenance dates to prevent missed or overdue tasks.

3. Centralize scheduling, documentation, and follow-up processes to reduce manual tracking errors and optimize compliance.

4. Support logging of completed maintenance and trigger follow-up reminders for post-maintenance checks.

Trigger Conditions

1. Approaching scheduled maintenance date/time as stored in a calendar, CMMS, or custom database.

2. Updates in maintenance management software indicating tasks are due, overdue, or have updated status.

3. On edit or creation of an aircraft logbook entry relating to upcoming maintenance.

4. Reception of specific emails indicating updated schedules or regulatory requirements.

5. API call received from IoT sensors or telemetry reporting operational hours nearing maintenance thresholds.

Platform Variants

1. Twilio SMS

• Feature/Setting: Use Programmable Messaging API; configure triggers to send SMS reminders 24/48/72 hours before tasks.
  
• Sample: POST request to /v1/Messages with aircraft and due date details.
  

2. SendGrid

• Feature/Setting: Use Transactional Templates; set scheduled email delivery via Dynamic Templates API triggered on maintenance schedule.
  
• Sample: POST to /mail/send with dynamic template ID and recipient data.
  

3. Google Calendar

• Feature/Setting: Calendar API; create events with custom reminders and send notifications to maintenance staff.
  
• Sample: POST event with "reminders" object for email/popup alerts.
  

4. Microsoft Outlook Calendar

• Feature/Setting: Use Graph API to automate event creation and recurrence for maintenance, with email notifications to assigned team.
  
• Sample: POST to /me/events with subject, start/end, and attendees.
  

5. Slack

• Feature/Setting: Incoming Webhooks; send scheduled channel messages tagging responsible technicians.
  
• Sample: POST to webhook URL with formatted JSON for scheduled message.
  

6. Microsoft Teams

• Feature/Setting: Graph API or Webhook; automate card-based reminders in designated maintenance channels.
  
• Sample: Create adaptive card payload with due maintenance data.
  

7. Zapier

• Feature/Setting: Scheduler + Gmail/Slack integrations; schedule workflow to send reminders as emails or messages.
  
• Sample: Trigger-based workflow connecting Scheduler to communication app.
  

8. Airtable

• Feature/Setting: Automations; set trigger on 'Maintenance Due Date' field to send an email or Slack notification.
  
• Sample: “When record matches conditions” automation action.
  

9. Trello

• Feature/Setting: Butler automation; auto-create checklist and assign due dates with reminders to relevant team members.
  
• Sample: Rule to create card with due date and email reminders.
  

10. Asana

• Feature/Setting: Rules; create tasks with due dates and assign to individuals, with reminder emails.
  
• Sample: Rule “when due date approaches, comment and notify assignee”.
  

11. Monday.com

• Feature/Setting: Automations; trigger automatic email or message based on “Date” column for scheduled maintenance.
  
• Sample: “When Date arrives, notify” automation.
  

12. Salesforce

• Feature/Setting: Flow Builder; Schedule-triggered flows to send emails or create tasks for maintenance personnel.
  
• Sample: Scheduled flow with criteria on maintenance object.
  

13. Jira

• Feature/Setting: Automation Rules; trigger reminders when issue due dates approach for maintenance tasks.
  
• Sample: “When issue due in 1 day, send Slack/message” rule.
  

14. ServiceNow

• Feature/Setting: Scheduled Jobs; automated reminder notifications to assigned group before maintenance date.
  
• Sample: scheduled notification rule referencing maintenance table.
  

15. HubSpot

• Feature/Setting: Workflows; automate internal or external email reminders around scheduled service dates.
  
• Sample: Enrollment trigger on custom 'Maintenance Date' property.
  

16. Mailgun

• Feature/Setting: Scheduled email API; programmatically send maintenance reminders based on calculated dates.
  
• Sample: POST to /messages endpoint with delivery time header.
  

17. AWS Lambda

• Feature/Setting: Scheduled CloudWatch Event; invoke function to send emails/SMS or update system upon maintenance schedule.
  
• Sample: CloudWatch cron trigger + SES/SNS integration.
  

18. Google Sheets

• Feature/Setting: Google Apps Script; script triggers daily to check dates and send emails as reminders.
  
• Sample: Script scheduled via triggers to parse sheet and email list.
  

19. Notion

• Feature/Setting: API integration via scheduled workflows or Automation tools; update databases and send Slack/email alerts.
  
• Sample: Poll Notion database and trigger communication workflow.
  

20. Calendar.com

• Feature/Setting: API or webhooks; create recurring events with reminder notifications to specified emails.
  
• Sample: POST to /events with “remind_at” property.
  

Benefits

1. Reduces risk of missed or late maintenance, supporting aviation safety.

2. Ensures regulatory compliance by documenting scheduled actions and follow-ups.

3. Frees up administrative staff for higher-value work by eliminating manual tracking.

4. Standardizes cross-team communication and accountability.

5. Provides auditable records of timely notifications and responses.