Automated meeting reminders and agendas

Purpose

1.1. Automate the dispatch of meeting reminders, calendar invites, and distribution of detailed agendas for internal teams in an aluminum frame wholesale business.
1.2. Ensure clear communication, prompt attendance, and proper preparation within sourcing, logistics, sales, and management teams.
1.3. Reduce manual administrative tasks related to scheduling and tracking attendance for frequent operational and strategy meetings.

Trigger Conditions

2.1. New meeting scheduled in company calendar.
2.2. Meeting update or reschedule detected.
2.3. X minutes/hours/days before meeting start time (e.g., 24 hours, 1 hour).
2.4. Manual request via team chat or project management tool.

Platform Variants

3.1. Microsoft Outlook
• Calendar Event: Configure webhook/API to listen for new/updated events; trigger email and Teams notification.
3.2. Google Workspace (Calendar & Gmail)
• Google Calendar API: Auto-send invites and agenda documents as emails/attachments.
3.3. Slack
• Reminders API: Schedule automated DM or channel reminders referencing specific meetings.
3.4. Microsoft Teams
• Teams Bot API: Push meeting notifications and agenda messages to relevant channels.
3.5. Twilio SMS
• Programmable Messaging: Send SMS reminders to on-site staff or supervisors lacking email access.
3.6. Zoom
• Meetings API: Trigger summary and agenda notifications to attendees via email or Zoom Chat.
3.7. Trello
• Card Due Dates: Use webhook to create calendar events and send board notifications.
3.8. Asana
• Tasks API: Auto-create tasks with agenda details and notify assignees ahead of meetings.
3.9. Jira
• Issue Comment Webhook: Post reminders to relevant projects tied to meeting schedules.
3.10. HubSpot
• Workflow Automation: Trigger contact/company reminders and agenda attachments on CRM timeline.
3.11. Salesforce
• Event Notification API: Send calendar event reminders to aluminum frames sales team members.
3.12. Notion
• Database Integration: Auto-send linked agenda notes as reminders to workspace users.
3.13. Monday.com
• Automation Recipes: Create timeline notifications and share agenda items in pulse updates.
3.14. ClickUp
• Reminders/Automations: Push meeting notes and upcoming event reminders to user inboxes.
3.15. Zendesk
• Ticket/Event Trigger: Create internal support reminders for scheduled operational meetings.
3.16. SendGrid
• Email API: Programmatically send bulk agenda emails formatted for mobile or desktop.
3.17. Mailgun
• Message API: Dispatch customized HTML email notifications with link to meeting agenda.
3.18. WhatsApp Business API
• Messaging: Trigger template message reminders with agenda to team groups.
3.19. Telegram Bot
• Bot API: Schedule agenda messages in internal workgroup chats.
3.20. SAP SuccessFactors
• Event Notification: Integrate with HR calendar module to alert staff of mandatory meetings.
3.21. Zoho CRM
• Reminders/Workflow: Send internal notifications and attach meeting details to relevant contacts.
3.22. Basecamp
• To-Do/Events Notification: Push agenda and automated reminders to project team members.
3.23. Airtable
• Automations: On calendar entry, email/send notifications with embedded agenda.
3.24. Calendly
• Event Triggers: Auto email/sms reminders and include agenda link upon booking.

Benefits

4.1. Ensures all departments are uniformly informed and prepared.
4.2. Reduces missed meetings and improves time management.
4.3. Standardizes agenda formatting and delivery for operational clarity.
4.4. Cuts down on administrative bottlenecks via multi-channel automation.
4.5. Enhances cross-team coordination in real-time for aluminum frames supply chain tasks.