Calendar sync for shoot dates with reminders

Purpose

1.1. Enable seamless two-way calendar synchronization for scheduling, updating, and reminding shoot dates for commercial photographers in advertising photography.
1.2. Automate reminders and schedule coordination across different teams, clients, and devices.
1.3. Centralize communication of confirmed shoot dates, changes, and location details to stakeholders via digital calendars and notifications.
1.4. Reduce risks of double bookings, missed shoots, or last-minute schedule lapses by automating sync and alerts.
1.5. Support workflow integration into project management for complete visibility from scheduling to execution.

Trigger Conditions

2.1. New shoot date booked via client request form or CRM update.
2.2. Existing shoot date changed, rescheduled, or canceled in any connected platform.
2.3. Manual or automated workflow triggers nearing critical shoot dates (e.g., 24 hours prior, 1 week prior, 2 hours prior).
2.4. Calendar invitation received from external collaborator or client.
2.5. Project workflow milestone achieved, moving scheduling phase forward.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Calendar API — WatchEvents and Events:insert for realtime sync and automated invites, using OAuth with delegated access.

3.2. Microsoft Outlook/Office 365
• Feature/Setting: Graph API — calendar.events delta for tracking changes; calendar.sendmail for sending reminders.

3.3. Apple Calendar (iCloud)
• Feature/Setting: CalDAV API — event creation/editing via authenticated sync; Push notifications for alerts.

3.4. Zoho Calendar
• Feature/Setting: Calendar API — 'Add Event', 'Update Event', and webhook triggers for date changes.

3.5. Calendly
• Feature/Setting: Webhook notifications for booked/rescheduled events, pushing data to master calendar.

3.6. Acuity Scheduling
• Feature/Setting: API v1/v2 — appointment.bookings webhooks trigger; 'Reminders' API function for push notifications.

3.7. Eventbrite
• Feature/Setting: Event Webhook for new event creation; attendee notification system for reminders.

3.8. HubSpot
• Feature/Setting: Meetings API 'engagements' endpoint to log and sync meeting records with project timeline.

3.9. Salesforce
• Feature/Setting: Calendar API via 'Event' object, using Process Builder or Flow to automate reminders.

3.10. Monday.com
• Feature/Setting: Automations for date columns; Google/Outlook Calendar integrations using 'When date arrives' trigger.

3.11. Trello
• Feature/Setting: Power-up Calendar sync; custom webhook for card due-dates triggering reminders.

3.12. Asana
• Feature/Setting: Asana Calendar API — sync task due dates to external calendars and automate alerts.

3.13. Slack
• Feature/Setting: Workflow Builder + Google/Outlook Calendar app for reminder notifications in channels.

3.14. ClickUp
• Feature/Setting: Calendar View sync; task reminders dispatched via Email/Push based on custom triggers.

3.15. Notion
• Feature/Setting: API — integration with Google Calendar for synced events and custom notification databases.

3.16. Teamup
• Feature/Setting: API — centralized booking feed, webhook-based notifications for shared calendars.

3.17. AirTable
• Feature/Setting: Automations — when a date field is modified, trigger event sync and email alert via integration.

3.18. SendGrid
• Feature/Setting: Email API — transactional automated reminders using scheduled sends to participant list.

3.19. Twilio
• Feature/Setting: SMS API — schedule SMS reminders using event metadata from calendar triggers.

3.20. Zoom
• Feature/Setting: Meeting API — create/sync meetings with calendar; automated notifications for invited participants.

3.21. Microsoft Teams
• Feature/Setting: Integration with Outlook Calendar; scheduled meeting reminders via Teams Bot APIs.

3.22. Google Tasks
• Feature/Setting: Tasks API — populate and sync shoot reminders as 'Tasks' with due dates and notifications.

3.23. Pabbly Connect
• Feature/Setting: Calendar event triggers; action modules to initiate multichannel reminders and sync.

3.24. Zapier
• Feature/Setting: Connect trigger on event created/updated in one platform, action to sync or notify in others.

Benefits

4.1. Eliminates double-bookings and manual errors in meeting or shoot scheduling.
4.2. Ensures all team members and clients receive timely notifications, regardless of platform preference.
4.3. Increases shoot attendance and reduces missed appointments.
4.4. Streamlines project workflows, maintaining transparency and accountability for critical deadlines.
4.5. Improves client satisfaction through proactive communication and real-time updates.