Event invitations and RSVP tracking

Purpose

 1.1. Ensure all aeroclub members are informed about upcoming events in real time.
 1.2. Automate sending invites and consolidating RSVPs for efficient attendance tracking.
 1.3. Sync RSVP data with membership records to maintain up-to-date engagement logs.
 1.4. Customize communications based on member preferences (email, SMS, app notifications).
 1.5. Eliminate manual errors or oversight in event communication within the recreational flying group.

Trigger Conditions

 2.1. New event creation in club calendar or scheduling tool (e.g., Google Calendar event is added).
 2.2. Specific tag or keyword detected in communication channels (e.g., "#flyin" or "#meeting").
 2.3. Manual initiation by admin for unscheduled or pop-up events.
 2.4. Event date or time change triggers update notification and RSVP reconfirmation.
 2.5. Recurring events trigger resends as per cadence (monthly, quarterly, annually).

Platform Variants

 3.1. Google Calendar
  • Feature/Setting: Use 'Event Created' trigger, configure event details extraction via Calendar API.
  • Sample: Monitor primary calendar for new ‘Aeroclub Event’ entries.

 3.2. Outlook 365 / Microsoft Graph API
  • Feature/Setting: Event endpoint, set webhook for 'event.added' and invite parsing.
  • Sample: Connect to member distribution group calendar.

 3.3. Twilio SMS
  • Feature/Setting: Send message API for outbound invites, SMS reply webhook for RSVP collection.
  • Sample: Trigger ‘Send SMS’ with dynamic RSVP keyword tracking.

 3.4. SendGrid
  • Feature/Setting: Single Send API with dynamic data for personalized event emails.
  • Sample: Include RSVP-link unique to each recipient.

 3.5. Mailchimp
  • Feature/Setting: Campaign setup with event-based segmentation, link-click tracking for RSVPs.
  • Sample: Email blast to ‘Active Members’ tag.

 3.6. Slack
  • Feature/Setting: Scheduled message or workflow, use reaction triggers for RSVP (‘:thumbsup:’ for yes).
  • Sample: Post to ‘#members-events’ channel.

 3.7. Discord
  • Feature/Setting: Bot message with interactive buttons (‘Attend’, ‘Decline’, tracked as custom reactions).
  • Sample: Use event announcement channel.

 3.8. WhatsApp Business API
  • Feature/Setting: Template messages with RSVP quick replies, webhook for handling responses.
  • Sample: Group broadcast for event news.

 3.9. Facebook Events API
  • Feature/Setting: Graph API for automatic event creation and member invitations.
  • Sample: Sync club page events with membership list.

 3.10. Eventbrite
  • Feature/Setting: Create events, auto-generate RSVP forms, webhook for attendee status.
  • Sample: Push event listings to club portal.

 3.11. Zoom
  • Feature/Setting: API for meeting/webinar scheduling, registration links included in invite flow.
  • Sample: Automatically issue unique join links.

 3.12. Microsoft Teams
  • Feature/Setting: Schedule Meetings API, channel message automation for invites.
  • Sample: Post attendance poll in chat.

 3.13. Salesforce (Marketing Cloud)
  • Feature/Setting: Journey Builder with Event Invitation trigger and RSVP data tracking.
  • Sample: Sync RSVP response to member’s CRM profile.

 3.14. Pipedrive
  • Feature/Setting: Scheduler automation, contacts bulk email or SMS.
  • Sample: Send custom SMS when event marked ‘public’.

 3.15. ActiveCampaign
  • Feature/Setting: Email automation with RSVP form trigger action.
  • Sample: Tag contact upon RSVP link click.

 3.16. HubSpot
  • Feature/Setting: Workflows for event invites, custom properties for RSVP tracking.
  • Sample: Trigger workflow on ‘Event Created’ property.

 3.17. Zoho CRM
  • Feature/Setting: Workflow automation for invites, custom RSVP field updates.
  • Sample: Auto-email with RSVP form post event scheduling.

 3.18. Airtable
  • Feature/Setting: New event row triggers email/SMS via integration, stores RSVP status.
  • Sample: Form data mapped to club roster.

 3.19. Trello
  • Feature/Setting: Card creation in event board sends invite via Power-Up or external notifier.
  • Sample: Custom RSVP button on card.

 3.20. SurveyMonkey
  • Feature/Setting: Survey form as RSVP, embed in invites, API submission webhook.
  • Sample: Compile attendance lists from real-time survey results.

 3.21. Calendly
  • Feature/Setting: Schedule invitation links for event slots, API for responses.
  • Sample: Share booking link to match RSVP preference.

 3.22. Typeform
  • Feature/Setting: Event RSVP form, webhook on completion, real-time response logging.
  • Sample: Customize form for dietary or preference capture.

Benefits

 4.1. Consistent, timely event communication reduces no-shows and confusion.
 4.2. Streamlined RSVP process saves administrative time and lowers manual errors.
 4.3. Multi-channel approach boosts member engagement based on individual preferences.
 4.4. Centralized RSVP data enables better event planning and historical engagement analysis.
 4.5. Enhanced professionalism in communication improves club reputation and member retention.
 4.6. Easy integration with existing club tools and digital infrastructure.