Rehearsal schedule updates to students and parents

Purpose

1.1. The automation updates students and parents automatically with rehearsal schedule changes, cancellations, and reminders for ballet performances, eliminating manual communication.
1.2. Automates notifications to ensure timely, accurate delivery of rehearsal details and last-minute adjustments.
1.3. Serves to enhance event management efficiency by keeping all parties informed and reducing missed rehearsals and confusion.
1.4. Maintains a centralized schedule and audit trail of all sent communications.
1.5. Ensures compliance with privacy and communication preferences (e.g., opt-in for SMS/email).

Trigger Conditions

2.1. Update made to rehearsal schedule in calendar, spreadsheet, or management system.
2.2. New event/rehearsal added or rescheduled.
2.3. Event cancellation or urgent change flagged.
2.4. Scheduled reminders (e.g., 24/48 hours before rehearsal start).
2.5. Manual override by staff for ad hoc message broadcast.

Platform Variants

3.1. Google Calendar
• Function: Calendar event creation/edit API triggers update.
• Sample: Use Events.watch endpoint for real-time notifications.

3.2. Microsoft Outlook Calendar
• Setting: Calendar webhook for automated updates.
• Sample: Configure webhook in Graph API for event triggers.

3.3. Twilio SMS
• Feature: Programmable Messaging API for automated text updates.
• Sample: Send message flow via POST to /Messages endpoint.

3.4. SendGrid
• Setting: Transactional Email API to automate rehearsal updates.
• Sample: Use /mail/send with dynamic template for schedule changes.

3.5. WhatsApp Business (Meta API)
• Feature: Template messaging API for rehearsal notifications.
• Sample: Send messages via /v16.0/messages endpoint using approved templates.

3.6. Slack
• Function: Incoming Webhooks to automate staff updates in private channels.
• Sample: Post message using Webhook URL.

3.7. Discord
• Setting: Bot integration for schedule alerts in parent/student channels.
• Sample: Send automated message via Bot POST /channels/{id}/messages.

3.8. Mailchimp
• Feature: API for audience segment update + email campaign trigger.
• Sample: Add/update contact and trigger automation workflow.

3.9. Pabbly Connect
• Function: Workflow automation for multi-platform broadcasting.
• Sample: Create workflow that watches form/calendar then triggers notifications.

3.10. Salesforce
• Feature: Flow automation for student/parent records; triggers notification tasks.
• Sample: Configure Process Builder or Flow for record changes/events.

3.11. Zoho CRM
• Setting: Workflow Rules API to automate schedule alerts to contacts.
• Sample: Set webhook on schedule modules for automated messages.

3.12. ActiveCampaign
• Function: Event-triggered automation for student/parent email/sms lists.
• Sample: Automation recipe tied to tag or contact update.

3.13. Telegram
• Feature: Bot API to automate push rehearsal detail to groups.
• Sample: Use sendMessage endpoint for group notifications.

3.14. Viber
• Setting: Public Account API for event announcement broadcasts.
• Sample: Send message via POST /pa/send_message.

3.15. Remind
• Feature: Automate class and group messages for rehearsal updates.
• Sample: Trigger message via Remind API.

3.16. Calendly
• Function: Webhook notifications on event update for automated alerts.
• Sample: Configure webhook endpoint for event_type.updated.

3.17. Airtable
• Setting: Track rehearsal schedule in base, Automation triggers on record change.
• Sample: Use Airtable Automations with “When record updated” trigger.

3.18. Monday.com
• Feature: Automate updates from board item change to student/parent emails.
• Sample: Custom Automations (When column changes, notify people).

3.19. HubSpot
• Function: Automated workflow for notification tasks on contacts.
• Sample: Workflow triggers on custom property update linked to schedule.

3.20. Facebook Messenger Platform
• Setting: Send rehearsal update via Messenger API (send API).
• Sample: POST to /me/messages for instant notification.

3.21. ClickSend
• Feature: API for SMS, email, Viber, and voice automation.
• Sample: Use /v3/sms/send API for broadcasting rehearsal changes.

3.22. Microsoft Teams
• Setting: Automated post in class channel for rehearsal update.
• Sample: Adaptive Card push via webhook or Bot.

Benefits

4.1. Automatedly reduces manual labor and human error in schedule communications.
4.2. Automation ensures real-time, multi-channel delivery to all relevant parties.
4.3. Automates reminders, increasing student punctuality and parent awareness.
4.4. Consistent audit trail of all automated communications.
4.5. Scalable automator allows schools to upgrade to new platforms easily.
4.6. Automating feedback collection after rehearsals increases engagement.