Event planning and RSVP automation

Purpose

1.1. Automatically handle event planning and RSVP for after-school program curriculum: design event invitations, track responses, send reminders, update attendance, sync with calendars, and follow up post-event.
1.2. Free coordinators from manual scheduling and tracking, improve parent and student engagement, and keep records up-to-date for reporting and compliance.
1.3. Integrate with child profiles, program rosters, and communication channels to ensure all stakeholders receive relevant updates distinct to their needs.

Trigger Conditions

2.1. New event creation in curriculum planning software.
2.2. Updates to existing event details (time, location, activity type).
2.3. Addition or removal of students or staff from program rosters.
2.4. Manual or scheduled batch triggers for recurring events.
2.5. External web form RSVP submissions.
2.6. API calls from mobile apps used by parents or staff.

Platform Variants

3.1. Google Calendar
• API: createEvent, updateEvent — auto-add event, update details, view invitation/RSVP status.
3.2. Microsoft Outlook Calendar
• Function: /v1.0/me/events — programmatic event creation, invites, and attendance tracking.
3.3. Eventbrite
• Endpoint: /v3/events/ — create public/private events, track RSVPs, post reminders.
3.4. Twilio SMS
• API: SendMessage, Messaging Service — send SMS invites & reminders, parse text RSVP replies.
3.5. SendGrid
• API: Mail Send, Contactdb — dispatch email invitations, personalize subject/body, track clicks.
3.6. Mailchimp
• Endpoint: Campaigns, Audiences — launch targeted invite campaigns, auto-update guest list, toggle follow-up series.
3.7. Zoho CRM
• API: Events, Contacts modules — tie invites and RSVP status to program participant profiles.
3.8. Salesforce
• Function: Create Task/Event, Update Contact — trigger event records, synchronize RSVP status.
3.9. Slack
• Feature: chat.postMessage, reminders — send staff reminders and collect responses in dedicated channels.
3.10. Google Forms
• API: formResponses — auto-generate RSVP forms, receive responses, push data to Sheets.
3.11. Airtable
• Endpoint: Table records API — maintain a real-time event roster, automate status updates.
3.12. Typeform
• API: Responses webhook — capture dynamic RSVP details, trigger segmented follow-up.
3.13. Zoom
• Endpoint: Create a Meeting — auto-create online event sessions, register participants.
3.14. Microsoft Teams
• API: Create OnlineMeeting, Event reminders — add meetings to calendars, post RSVP links.
3.15. HubSpot
• API: Engagements — log invitations and track RSVP analytics for participant segments.
3.16. Trello
• API: Cards/Checklists — create event cards, monitor RSVP as checklist status.
3.17. Monday.com
• Automation: item creation — tracks event workflow, RSVP updates via board columns.
3.18. Asana
• API: Tasks, Custom Fields — assign event tasks, capture responses in custom RSVP field.
3.19. Notion
• Integration: API Database — establish event database, RSVP property, update attendance status.
3.20. Facebook Events
• Graph API: events — publish events, collect RSVPs, sync event data with CRM.
3.21. Webex
• Integration: Meetings API — create recurring sessions, register guests, share invites.
3.22. Constant Contact
• API: Email Events Management — bulk send invitations, monitor opens/clicks, prompt RSVPs.
3.23. SurveyMonkey
• Webhook/API: Collect responses — custom confirmation forms, integrate RSVP with program records.
3.24. WhatsApp Business API
• Message endpoint — broadcast invitations and updates, receive RSVP via reply automation.

Benefits

4.1. Minimizes staff workload in event coordination and attendance management.
4.2. Ensures prompt, multi-channel communication with parents and students.
4.3. Improves RSVP response rates and data accuracy.
4.4. Automatically maintains up-to-date student participation records.
4.5. Simplifies audit trail and compliance for safety and program quality assurance.
4.6. Enables program analytics for future curriculum and event planning.