Shift reminders and confirmations to instructors/guides

Purpose

1.1. Automatically notify and confirm shift schedules for instructors/guides at aerial sports centers, reducing manual communication, increasing timely attendance, minimizing shift gaps, and improving operational efficiency.
1.2. Adapt notifications to individual preferences (SMS, email, app push, voice call) and capture confirmation status with audit trails.
1.3. Integrate shift data from operations platforms, monitor shift changes, holidays, substitutions, and trigger follow-ups for unconfirmed or declined shifts.

Trigger Conditions

2.1. New shift assignment or update in scheduling/HR system.
2.2. 24/48 hours before shift start.
2.3. Upon swap request or last-minute change.
2.4. Non-confirmation within defined period (e.g., 12 hours).
2.5. Manual override/escalation by operations manager.

Platform Variants

3.1. Twilio SMS
• Function/API: Conversations API > send message; configure SMS body, recipient from guide contact field.
3.2. SendGrid
• Function/API: /mail/send API; automate email reminders with dynamic fields for instructor, shift, time.
3.3. Outlook 365
• Function/API: Create Event/Send Mail via Graph API; setup calendar invite and confirmation message.
3.4. Google Calendar
• Function/API: events.insert (Calendar API); auto-generate calendar event and notification.
3.5. Slack
• Function/API: chat.postMessage on specific channel/user DM; use shift data to format message.
3.6. Microsoft Teams
• Function/API: /chats/{chat-id}/messages API; send custom shift message for confirmation.
3.7. Zoom Phone
• Function/API: Phone Messaging (SMS API); send SMS reminder to instructor’s mobile.
3.8. WhatsApp Business API
• Function/API: /messages endpoint; template-based message with shift details.
3.9. Telegram
• Function/API: sendMessage; push notification to guide using chat ID.
3.10. Discord
• Function/API: POST /channels/{channel.id}/messages; DM or server announcement.
3.11. Mailgun
• Function/API: Messages API; programmatically send reminder/confirmation request emails.
3.12. AWS SNS
• Function/API: Publish; automate SMS, email, or push notifications for shifts.
3.13. Firebase Cloud Messaging
• Function/API: send; push reminders directly to mobile app used by instructors.
3.14. Zapier Webhooks
• Function/API: Webhooks by Zapier > Custom Request; trigger multi-channel reminders via orchestrations.
3.15. Workato
• Function/API: Send Message (various connectors); configure for team collaboration tools or email.
3.16. HubSpot
• Function/API: Workflow > Send Email/Task; use CRM workflow to trigger reminders.
3.17. Salesforce
• Function/API: Process Builder > Email Alert/Task; automate shift notifications via internal tools.
3.18. Pipedrive
• Function/API: Activities API > createActivity; log reminders for personnel.
3.19. Zendesk
• Function/API: Triggers > Send Email/SMS; set up notification workflow for guides.
3.20. Notion
• Function/API: Create Page/Comment, built-in reminders; send shift note to shared workspace.
3.21. BambooHR
• Function/API: Add/Update Employee Record triggers; email or mobile reminder via integrated communication options.
3.22. Airtable
• Function/API: Automation > Send Email or SMS (with Twilio integration); use shift record to generate messages.

Benefits

4.1. Cuts coordination time and human error in shift assignments.
4.2. Enables instant, multi-channel notification and tracking.
4.3. Boosts guide attendance and preparedness through timely reminders.
4.4. Streamlines audit trails for compliance and operational review.
4.5. Automates follow-ups and escalations to prevent schedule gaps.
4.6. Customizable for different instructor preferences and device access.