Training session scheduling and reminders

Purpose

 1.1. Automate scheduling of internal training sessions for acoustical consultants, synchronize invites, handle attendance lists, send multi-channel reminders, manage confirmations, and update HR calendar systems.
 1.2. Ensure compliance, upskill teams, and minimize administrative overhead for HR and team leads.
 1.3. Centralize communication and ensure teams receive timely session details and reminders across devices.

Trigger Conditions

 2.1. HR/event coordinator submits new training session in company portal or spreadsheet.
 2.2. External trainer provides confirmed availability.
 2.3. Scheduled periodic or compliance-driven mandatory trainings approaching deadline.
 2.4. Changes in training requirements or cancellation notice triggered by management.

Platform Variants

 3.1. Microsoft Outlook Calendar
  • Feature/Setting: Use Graph API to create events, invite attendees, and set reminders.
  • Sample Config: CreateEvent, EventReminder, UpdateAttendees.

 3.2. Google Calendar
  • Feature/Setting: Calendar API to automate event creation, share invites, synch updates, set reminders.
  • Sample Config: calendar.events.insert, calendar.events.patch.

 3.3. Zoom
  • Feature/Setting: Meeting API to auto-schedule sessions, distribute join links, manage registration.
  • Sample Config: POST /users/me/meetings, GET /meetings/{meetingId}.

 3.4. Slack
  • Feature/Setting: Workflow Builder or API for DM/group reminders and session announcements.
  • Sample Config: chat.scheduleMessage, reminders.add.

 3.5. Microsoft Teams
  • Feature/Setting: Graph API for events, channels for posting, Teams Meeting scheduling.
  • Sample Config: /teams/{id}/channels/{id}/messages, /me/events.

 3.6. Twilio SMS
  • Feature/Setting: Programmable Messaging API to send SMS reminders to attendees.
  • Sample Config: Messages.create(from, to, body).

 3.7. SendGrid
  • Feature/Setting: Mail Send API for automated email notifications, reminders, templates.
  • Sample Config: POST /mail/send.

 3.8. Zoho CRM
  • Feature/Setting: Functions to track staff training status, scheduled session activities.
  • Sample Config: module.insert, module.update.

 3.9. Asana
  • Feature/Setting: Task and project automation for training RSVP, tasks for pre-work.
  • Sample Config: tasks.create, projects.addTask.

 3.10. Trello
  • Feature/Setting: Card creation for new sessions, due date reminders for attendees.
  • Sample Config: cards.create, actions.addComment.

 3.11. Salesforce
  • Feature/Setting: Workflow automation for session invites, training compliance tracking.
  • Sample Config: WorkflowRule, email alert actions.

 3.12. HubSpot
  • Feature/Setting: Meetings API for scheduling, workflow tools for reminders.
  • Sample Config: meetings.setup, workflow.create.

 3.13. BambooHR
  • Feature/Setting: API for integrating HR records, add sessions to training history.
  • Sample Config: POST /training, GET /employees/{id}/training.

 3.14. Monday.com
  • Feature/Setting: Automations for session tracking, check-ins, and attendance sheets.
  • Sample Config: items.create, notifications.create.

 3.15. ZoomInfo
  • Feature/Setting: Confirm trainer contact info, trigger session requests via API.
  • Sample Config: GET /contacts, contact.update.

 3.16. Webex
  • Feature/Setting: Meetings API for training scheduling, attendance list automation.
  • Sample Config: POST /meetings, GET /meetingParticipants.

 3.17. ClickUp
  • Feature/Setting: Reminders and Doc tasks linked to session dates, auto-notification.
  • Sample Config: tasks.create, reminders.add.

 3.18. Airtable
  • Feature/Setting: Sync training databases, attendee lists, and reminder statuses.
  • Sample Config: records.create, bases.update.

 3.19. Mailchimp
  • Feature/Setting: Campaign triggers for batch training session notifications.
  • Sample Config: campaigns.create, lists.members.add.

 3.20. Google Sheets
  • Feature/Setting: Use Sheets API to append new session rows, trigger email/SMS reminders via script.
  • Sample Config: sheets.spreadsheets.values.append, Apps Script triggers.

 3.21. Notion
  • Feature/Setting: Create pages for each session, set reminders via API comments.
  • Sample Config: pages.create, database.update.

 3.22. Basecamp
  • Feature/Setting: To-do lists for training, auto-reminders to team.
  • Sample Config: todos.create, notifications.add.

 3.23. ActiveCampaign
  • Feature/Setting: Automated workflows for emails, RSVP tracking.
  • Sample Config: automations.create, contacts.update.

Benefits

 4.1. Ensures all staff are notified and reminded of required internal trainings without manual HR workload.
 4.2. Multi-channel delivery increases attendance, compliance, and team performance.
 4.3. Automated attendance tracking supports HR records and simplifies reporting needs.
 4.4. Immediate rescheduling flows handle trainer or attendee changes with minimal disruption.
 4.5. Enables full visibility for HR, team leads, and management on participation and training outcomes.