Event and open house invitation workflows

**Purpose**

1.1. Fully automate the process of inviting prospective students and leads to events and open house sessions, maximizing reach through multi-channel campaigns (email, SMS, calendars, chat) and capturing RSVPs for follow-up and analytics.
1.2. Minimize manual workload for admissions and marketing, ensure timely communication, increase event turnout, and segment engagement for continued lead nurturing.
1.3. Enable instant notification for administrative team on registration or cancellation, synchronize participant lists across platforms, and integrate event data into CRM for ongoing relationship management.

**Trigger Conditions**

2.1. New lead capture from landing page, form, or contact widget.
2.2. Scheduled event date reaches “invitation window” (e.g., 2 weeks prior).
2.3. CRM tag or segment updated to include “prospective student.”
2.4. RSVP intent detected from webchat or inbound email.
2.5. Manual trigger via admin dashboard for urgent invitations.

**Platform Variants**

3.1. Salesforce
• Feature/Setting: Workflow Rule/Process Builder — set trigger on new “Lead” object and “Acupuncture Open House” tag.
• API: `/services/data/vXX.X/sobjects/Lead`

3.2. HubSpot
• Feature/Setting: Automated Workflow — start on form submission or list membership.
• API: `POST /crm/v3/objects/contacts`

3.3. Mailchimp
• Feature/Setting: Audience Tag Automation — initiate campaign when leads tagged for event.
• API: `POST /automations`

3.4. Google Calendar
• Feature/Setting: Event Insert — auto-create and invite via calendar.
• API: `POST /calendars/{calendarId}/events`

3.5. Twilio SMS
• Feature/Setting: Messaging Service — send invitation as SMS to lead’s phone.
• API: `POST /2010-04-01/Accounts/{AccountSid}/Messages.json`

3.6. SendGrid
• Feature/Setting: Transactional Email Trigger — send HTML invites personalized to recipient.
• API: `POST /v3/mail/send`

3.7. Facebook Messenger
• Feature/Setting: Automated Messenger Broadcast — trigger invite to Facebook page followers.
• API: `POST /me/messages`

3.8. Eventbrite
• Feature/Setting: Event Registration Flow — auto-register leads and send Eventbrite invite.
• API: `POST /v3/events/{event_id}/attendees/`

3.9. Zoom
• Feature/Setting: Webinar Registration — register invitee and trigger calendar invite.
• API: `POST /v2/webinars/{webinarId}/registrants`

3.10. Microsoft Outlook 365
• Feature/Setting: Automated Meeting Scheduler — insert event and invite via Outlook.
• API: `POST /me/events`

3.11. WhatsApp Business
• Feature/Setting: Session Messaging — send direct event invite.
• API: `POST /v1/messages`

3.12. Slack
• Feature/Setting: Scheduled Message via Workflow — post in channels or direct for team invites.
• API: `POST /chat.scheduleMessage`

3.13. Typeform
• Feature/Setting: Trigger on form submission — push RSVP data for event workflow.
• API: `GET /forms/{form_id}/responses`

3.14. Zoho CRM
• Feature/Setting: Workflow Rule — on new lead, send email/SMS invite.
• API: `POST /crm/v2/Leads`

3.15. Airtable
• Feature/Setting: Automation — create and update records for each invitation sent or RSVP received.
• API: `POST /v0/{baseId}/{tableName}`

3.16. ActiveCampaign
• Feature/Setting: Automation Workflow — start event invite campaign on new contact or tag.
• API: `POST /api/3/contacts`

3.17. Google Sheets
• Feature/Setting: Script/Trigger — update RSVP list, status changes auto-trigger follow-up.
• API: `POST /v4/spreadsheets/{spreadsheetId}/values/{range}:append`

3.18. Calendly
• Feature/Setting: Invite Link Automation — generate and send event booking links.
• API: `POST /scheduled_events`

3.19. Keap (Infusionsoft)
• Feature/Setting: Campaign Builder — send invitations to contact segments.
• API: `POST /contacts`

3.20. Pipedrive
• Feature/Setting: Workflow Automation — create activity, send invite based on deal status.
• API: `POST /deals/{id}/activities`

3.21. Intercom
• Feature/Setting: Automated Message Campaign — trigger invite via chat or email for new contacts.
• API: `POST /messages`

**Benefits**

4.1. Higher attendance rates through timely, personalized, cross-channel invitations.
4.2. Immediate RSVP recording and lead lifecycle update for event-related follow-up.
4.3. Unified visibility on engagement for marketing, admissions, and faculty.
4.4. Reduction of manual errors and labor by removing data duplication and contact oversight.
4.5. Scalable process, supports expansion to multiple campuses or concurrent events.