Meeting reminders and agenda sharing

Purpose

1. Automate the scheduling and distribution of meeting reminders and agenda documents for archaeology exhibit staff, reducing manual effort and ensuring operational efficiency.

2. Automates sending details prior to curatorial, conservation, and administrative meetings.

3. Automation delivers information via emails, SMS, messengers, push notifications, and calendar invites to maximize staff responsiveness.

4. Ensures automated, standardized, and consistent communication across the museum’s internal teams.

5. Enables tracking of meeting confirmations and read receipts automatically for improved management oversight.

Trigger Conditions

1. Meeting scheduled or updated in museum calendar or management system.

2. Detection of a new or modified meeting event within shared mailbox or calendar.

3. Uploading or editing meeting agenda file in shared drive or document repository.

4. Specific time threshold (e.g., 24 hours or 1 hour before meeting) reached.

5. Automator detects RSVP input or confirmation status changes.

Platform Variants

1. Microsoft Outlook

• Calendar API: Automates creation of calendar events, reminders, and agenda attachment distribution.
  

2. Google Calendar

• Events API: Automated reminders and agenda file links pushed to participants via email and notifications.
  

3. Slack

• Reminders/Events API: Automates sending meeting alerts and agendas as direct messages or channel posts.
  

4. Microsoft Teams

• Graph API: Automated meeting reminders, agenda distribution in meeting chat, push notifications.
  

5. Zoom

• Meetings API: Automated agenda email invite and reminder before scheduled sessions.
  

6. Twilio

• Programmable SMS: Sends automated SMS reminders and meeting details to attendee phone numbers.
  

7. SendGrid

• Email API: Automates bulk or individual agenda emails with attachments and read receipt tracking.
  

8. WhatsApp Business API

• Messages API: Automated agenda sharing and reminder messaging direct to mobile devices.
  

9. Telegram

• Bot API: Automates sending of reminders, agenda PDFs, and confirmation prompts via bot messages.
  

10. Asana

• Tasks API: Automates creation of meeting tasks, sends reminders with agenda to assigned team members.
  

11. Trello

• Cards API: Automatedly creates agenda cards, triggers checklist reminders for upcoming meetings.
  

12. Monday.com

• Automations: Automated notification of agenda and reminders based on project timelines.
  

13. Salesforce

• Flow/Process Builder: Automates agenda email and SMS reminders based on scheduled events.
  

14. Zoho CRM

• Workflow Rules: Automated sending of internal meeting notifications and agenda files to groups.
  

15. Notion

• API Integration: Automates page updates, reminder comments, and agenda file links.
  

16. Google Drive

• Watch API: Triggers automated email or messenger sharing of new/updated agenda documents.
  

17. Dropbox

• Webhooks: Automated agenda file detection, triggers reminders to all listed collaborators.
  

18. ClickUp

• Automations: Sends automated reminders and agenda attachments prior to scheduled meetings.
  

19. Calendly

• Webhooks/API: Automates distribution of agenda and reminders upon new meeting scheduling.
  

20. Mailchimp

• Campaign API: Automates batch agenda and reminder emails to curated team lists.
  

Benefits

1. Automates repetitive communication—freeing museum staff for creative and strategic work.

2. Automated scheduling minimizes missed meetings and last-minute disorganization.

3. Standardized automation ensures all participants receive consistent, timely information.

4. Analytics from automator allow continuous improvement of museum meeting practices.

5. Process automatable across multiple channels, fitting diverse staff communication preferences.

6. Enhanced internal transparency and accountability through automated tracking and audit trails.

7. Reduces manual errors, sending the right agenda and details to the right people, automatedly.