Internal meeting scheduling and agenda distribution

Purpose

1.1. Streamline internal meeting scheduling, automate agenda compilation and distribution, ensure team alignment, reduce manual errors, respect cultural protocols, and optimize communication efficiency for Aboriginal and Torres Strait Islander organisations in social services and Indigenous advocacy contexts.
1.2. Facilitate inclusivity, allow calendar integration for Elders’ availability, automate time zone considerations for distributed teams, and ensure agendas reflect Customary Law and consultation protocols.

Trigger Conditions

2.1. New meeting request submitted in calendar or project management tool.
2.2. Recurring meeting detection (e.g., weekly planning or steering committee).
2.3. Update to agenda items or meeting participants.
2.4. Approval from designated cultural authority or committee.
2.5. New initiative or urgent issue requiring extraordinary session.
2.6. Request via email, form, or chat integration for a meeting.

Platform Variants

3.1. Microsoft Outlook/Exchange
• Feature/Setting: Calendar API — automate meeting creation, invitation dispatch; Sample: Use /me/events endpoint.
3.2. Google Calendar
• Feature/Setting: Events API — auto-create events, manage attendees, send invites; Sample: events.insert for meeting creation.
3.3. Zoom
• Feature/Setting: Meetings API — schedule meetings, email links; Sample: POST /users/{userId}/meetings.
3.4. Microsoft Teams
• Feature/Setting: Graph Meetings API — auto-create Teams meetings with agenda in body; Sample: POST /me/onlineMeetings.
3.5. Slack
• Feature/Setting: Reminders/Workflow Builder — trigger reminders or agenda postings; Sample: chat.scheduleMessage.
3.6. Google Workspace (Docs)
• Feature/Setting: Docs API — generate agenda document per event; Sample: documents.create and batchUpdate.
3.7. Trello
• Feature/Setting: Cards API — auto-create agenda checklist as card; Sample: POST /1/cards.
3.8. Asana
• Feature/Setting: Tasks API — assign agenda as task, trigger meeting tasks; Sample: POST /tasks.
3.9. Notion
• Feature/Setting: Database API — populate meeting notes/agenda pages; Sample: pages.create.
3.10. Airtable
• Feature/Setting: Records API — add/update agenda, sync participants list; Sample: POST /v0/app/Meetings.
3.11. Calendly
• Feature/Setting: Scheduled Events API — auto-schedule based on availability; Sample: GET /scheduled_events.
3.12. Doodle
• Feature/Setting: Polls API — send out availability polls; Sample: POST /polls.
3.13. ZoomInfo (for contact management)
• Feature/Setting: Contact Enrichment API — validate attendees, enrich metadata; Sample: GET /contacts.
3.14. DocuSign
• Feature/Setting: eSignature API — circulate consent forms if required; Sample: POST /envelopes.
3.15. Mailchimp
• Feature/Setting: Campaign API — send agenda and reminders via campaign; Sample: POST /campaigns.
3.16. Twilio
• Feature/Setting: SMS API — notify attendees via SMS; Sample: Messages.create.
3.17. SendGrid
• Feature/Setting: Email API — distribute agenda as email attachment; Sample: POST /mail/send.
3.18. Zapier
• Feature/Setting: Multi-step automation — coordinate between calendar, chat, email; Sample: Configure To/From triggers.
3.19. Monday.com
• Feature/Setting: Board API — agenda as project item; Sample: create_item.
3.20. Salesforce
• Feature/Setting: Event API — record meeting as event, assign follow-ups; Sample: sobjects/Event.

Benefits

4.1. Removes repetitive manual scheduling, ensuring consistency.
4.2. Respects Indigenous protocols through configurable workflow triggers.
4.3. Reduces risk of scheduling conflicts and missed communications.
4.4. Ensures timely and culturally appropriate agenda circulation.
4.5. Integrates with communication, document, and project management tools widely used in Indigenous advocacy.
4.6. Improves operational transparency and team engagement.
4.7. Facilitates auditability for governance reporting and funding requirements.