Emergency contact information requests and updates

Purpose

  1.1. To automatically collect, update, and validate emergency contact information for Aikido club members, ensuring safety compliance and rapid emergency response.
  1.2. Streamlines outreach to members for periodic contact information review, collecting new data, and synchronizing updates across club systems.
  1.3. Minimizes manual administration time, reduces errors, and ensures up-to-date records are accessible for instructors and staff during emergencies.

Trigger Conditions

  2.1. New member enrollment triggers initial emergency contact request.
  2.2. Scheduled periodic reminders (e.g., bi-annual) for all active members.
  2.3. Manual admin initiation (e.g., after club policy update).
  2.4. Detection of outdated or missing emergency contact data in the member database.

Platform Variants

  3.1. Twilio SMS
  • Feature/Setting: SMS API — Send templated messages requesting updated emergency contacts; e.g., Configure “Programmable Messaging” with member phone numbers and automated responses.
  3.2. SendGrid
  • Feature/Setting: Email API — Dispatch personalized update requests with links to secure forms; set up dynamic templates and automated sends.
  3.3. Google Forms
  • Feature/Setting: Auto-generate forms for emergency contacts; use form triggers to sync submissions to the member CRM.
  3.4. Airtable
  • Feature/Setting: API/Webhooks — Update records with new emergency data received; configure base automations to notify admins.
  3.5. Typeform
  • Feature/Setting: Embed dynamic forms in notification emails/SMS; integrate submissions via webhook to club database.
  3.6. Microsoft Power Automate
  • Feature/Setting: Schedule flows to check for missing/expired data and send Teams/email reminders.
  3.7. Slack
  • Feature/Setting: Bot integration — Notify members in Slack channels or DMs with actionable update prompts using incoming webhooks.
  3.8. Mailchimp
  • Feature/Setting: Automated email campaigns with reminder sequences for response follow-up.
  3.9. Zapier
  • Feature/Setting: Multi-app automation — monitor form submissions and update multiple data stores.
  3.10. HubSpot
  • Feature/Setting: Workflow automation — Schedule contact info checks and trigger emails or tasks to members.
  3.11. DocuSign
  • Feature/Setting: Send secure electronic forms for legal compliance in sensitive cases.
  3.12. Salesforce
  • Feature/Setting: Process Builder/Flow — detect missing contacts, auto-create tasks or emails for members to update information.
  3.13. Formstack
  • Feature/Setting: Configure automated online forms for secure data collection; integrate with CRMs.
  3.14. ActiveCampaign
  • Feature/Setting: Automated series — schedule check-ins/reminders for emergency contact updates.
  3.15. WhatsApp Business API
  • Feature/Setting: Automated outbound messages with update links, and inbound response capture.
  3.16. Intercom
  • Feature/Setting: In-app or email message campaigns prompting data confirmation from logged-in users.
  3.17. Monday.com
  • Feature/Setting: Board automation — detect data gaps, notify members by email/SMS, and move records upon update.
  3.18. Notion
  • Feature/Setting: Database triggers — use integrations to prompt users to update emergency contact fields.
  3.19. Trello
  • Feature/Setting: Power-Ups — automate card creation/alerting for members needing to update records.
  3.20. ClickSend
  • Feature/Setting: SMS/Email/Post — multi-channel direct requests for info with status tracking.

Benefits

  4.1. Immediate access to accurate emergency information for staff.
  4.2. Reduction in manual admin effort and missed updates.
  4.3. Improved member safety and compliance with regulations.
  4.4. Centralized data with real-time updates reflected across platforms.
  4.5. Consistent, auditable processes for emergency preparedness.