Operations & SchedulingPurpose
1.2. Prevent double-bookings and reduce manual workload by real-time adjustment of activity slots.
1.3. Ensure accurate availability is always shown to customers and staff, streamlining resource and instructor planning.
1.4. Trigger downstream notifications (e.g., staff rosters, customer confirmations) when a slot becomes available or is reserved.
1.5. Maintain audit trail of activity slot changes for regulatory and operational reviews.
Trigger Conditions
2.2. Cancellation of a previously confirmed booking.
2.3. Modification of an existing booking (change of time, capacity, or participant count).
2.4. Manual override by admin, such as blocking slots for maintenance or private events.
2.5. Automated alerts from payment gateways when a booking is confirmed or reversed.
Platform Variants
• API/Function: Calendar API—Events.insert, Events.delete, Events.update
• Configuration: Create a service account, authorize access to calendars, map activity slots to calendar events.
3.2. Microsoft Outlook Calendar
• API/Function: Graph API—Create event, Delete event, Update event
• Configuration: Register app in Azure, configure delegated permissions, link activity types to event categories.
3.3. Zapier
• Feature/Setting: Schedule integration triggers on booking form completion/cancellation
• Configuration: Set up Zaps between booking system and calendar app, map form fields to calendar slots.
3.4. Make (Integromat)
• Feature/Setting: Workflow scenario with Booking trigger and Calendar update module
• Configuration: Parse webhook data, dynamically update Google/Outlook calendars.
3.5. Salesforce
• API/Feature: Salesforce Scheduler or Custom Object triggers
• Configuration: Automate slot allocation and status updates via Process Builder/Flow.
3.6. HubSpot
• API/Feature: Meetings API, Deal stage triggers
• Configuration: Automatic update of availability in linked HubSpot meetings/calendar.
3.7. Acuity Scheduling
• API/Function: Appointments API—Add, Cancel, Update appointment
• Configuration: Link activity types to appointment types, automate slot management.
3.8. Calendly
• API/Function: Webhooks & Scheduled events API
• Configuration: Listen for scheduled or canceled events, update master calendar or notify internal system.
3.9. Google Sheets
• API/Function: Sheets API—Append, Update, Delete rows
• Configuration: Treat each activity slot as a row, automate row status per booking/cancellation.
3.10. Airtable
• API/Feature: Base/Table API—Create/Update record
• Configuration: Sync bookings with status fields tied to activity calendar views.
3.11. Eventbrite
• API/Function: Events and Orders endpoints
• Configuration: Track seats left and availability via webhooks upon ticket order/cancellation.
3.12. Shopify (for event bookings)
• API/Feature: Shopify Orders API and Product Availability
• Configuration: Tag aerial activities as products, auto-update inventories as slots fill or are vacated.
3.13. Wix Bookings
• API/Function: Wix Bookings API—Bookings, Cancellations
• Configuration: Trigger availability updates and send customer notifications when a slot changes.
3.14. Bookeo
• API/Feature: Real-time booking API
• Configuration: Adjust available time slots with webhooks for new/cancelled bookings.
3.15. Mindbody
• API/Feature: Class/Appointment API—ClassAdd, ClassRemove
• Configuration: Automated rescheduling and slot release for group or private lessons.
3.16. Square Appointments
• API/Function: Appointments API—Create, Cancel, Update
• Configuration: Sync aerial activity offerings and automate slot status based on transactions.
3.17. Facebook Events
• API/Function: Graph API—Event RSVP, Event Update
• Configuration: Mirror slot availability updates and attendee count changes.
3.18. Slack
• API/Feature: Incoming Webhooks/Events API
• Configuration: Send real-time notifications to #ops_team when calendar slots change.
3.19. Twilio SMS
• Feature/Setting: Notify staff/clients of instant slot changes
• Configuration: Trigger SMS workflow on booking/cancellation, use activity slot identifier in notification content.
3.20. SendGrid
• Feature/Setting: Automated confirmation/cancellation emails
• Configuration: Attach slot info and updated calendar details to outgoing transactional messages.
Benefits
4.2. Enables instantaneous communication of availability, boosting customer satisfaction.
4.3. Eliminates double-booking risk, essential for resource-constrained aerial activities.
4.4. Reduces administrative labor, freeing staff for customer engagement and safety compliance.
4.5. Simplifies compliance through automated logging and change history.
4.6. Improves revenue capture by maximizing slot utilization with dynamic, real-time updates.