Instructor & Staff CoordinationPurpose
1.2. Update shared and individual calendars with confirmed time slots, class schedules, and allocation of substitutes.
1.3. Ensure all team members receive prompt notifications regarding calendar changes, shift swaps, and last-minute absences.
1.4. Minimize manual errors and optimize class coverage by integrating various communication, scheduling, and calendar tools.
Trigger Conditions
2.2. Admin modifies class timetable or assigns classes.
2.3. Request for substitute due to reported unavailability.
2.4. Calendar event created, modified, or cancelled.
2.5. Upcoming class reminder or open shift notice detected.
Platform variants
3.1 Google Calendar
• API: Calendar Events — webhook for event creation/update, push to instructor calendars.
• Sample: Configure push notification for new events to all linked accounts.
3.2 Microsoft Outlook/Office 365
• API: Graph API / Calendar — create & sync events, detect conflicts.
• Sample: Use /me/events endpoint with subscription for availability changes.
3.3 Apple Calendar (iCloud)
• API: CalDAV — automate event creation and update triggers.
• Sample: POST new calendar entries using staff Apple IDs.
3.4 Slack
• Feature: Incoming Webhooks, Reminders — deliver availability requests, updates as direct messages.
• Sample: Set webhook to post updated schedule in #instructors channel.
3.5 Zoom
• API: Meetings — auto-create meetings if session is virtual.
• Sample: Use /users/{userId}/meetings endpoint on confirmed schedules.
3.6 Doodle
• API: Poll Creation & Response — trigger polls for time selection, auto-tabulate responses.
• Sample: POST to /polls endpoint, collect responses for decision.
3.7 Trello
• API: Cards and Boards — automatically move cards when availability updates.
• Sample: Move “Available” cards to calendar board via webhook.
3.8 Airtable
• API: Base Sync — update instructor shift tables on new submissions.
• Sample: PATCH to instructors' base with slot status.
3.9 Zoho Calendar
• API: Events Management — sync events for cross-team visibility.
• Sample: Use /calendars/{calendarId}/events API for auto sync.
3.10 HubSpot
• API: Meeting Scheduler — auto update contacts with calendar links.
• Sample: PATCH contact record with next shift time.
3.11 Salesforce
• API: Events & Tasks — auto-create activities for shift allocation.
• Sample: Use Event object to sync class duties with accounts.
3.12 Mailchimp
• Feature: Automation workflows — send availability request campaigns.
• Sample: Set trigger to distribute poll upon new schedule cycle.
3.13 Twilio SMS
• API: Send SMS — request or confirm availability, send updates.
• Sample: Trigger SMS to all staff when open slot is detected.
3.14 SendGrid
• Feature: SMTP/API email — broadcast shift assignments or changes.
• Sample: Automate sending event confirmation to instructors’ emails.
3.15 Calendly
• API: Event Types Webhooks — instantly record booked slots, update CRM.
• Sample: Configure webhook for event.created or rescheduled triggers.
3.16 Notion
• API: Database Sync — reflect latest instructor calendars in schedule pages.
• Sample: PATCH database for status on availability change.
3.17 Asana
• API: Task/Timeline — adjust tasks based on calendar event updates.
• Sample: Auto-shift due dates when time slots move.
3.18 Monday.com
• API: Board Items — update or create items for each class slot.
• Sample: POST new shift as item on scheduling board.
3.19 Google Forms
• Feature: Form Submission Triggers — send webhook on new responses.
• Sample: Trigger automation when instructor submits new form.
3.20 Typeform
• API: Webhooks — collect and process availability data from customizable forms.
• Sample: On form submit, push to scheduling system.
Benefits
4.2. Reduces manual errors, double-bookings, and last-minute confusion.
4.3. Increases staff satisfaction through prompt, accurate communications.
4.4. Optimizes coverage, ensuring all classes are staffed efficiently.
4.5. Flexible integration — adapts to any mix of platforms chosen by the business.