Calendar sync across staff, families, and transportation

Purpose

1.1 To synchronize calendar events, shifts, appointments, and transportation schedules across staff, adult day care clients’ families, and transport providers in real time.
1.2 To ensure all stakeholders receive automatic updates for attendance, late arrivals, medical appointments, and group activities.
1.3 To reduce manual coordination, prevent scheduling conflicts, and improve service reliability for care recipients.

Trigger Conditions

2.1 A new event or schedule update is created, modified, or canceled on any connected calendar (staff, family, or transport provider).
2.2 Attendance status or transportation requirement is marked or updated in the CRM or scheduling system.
2.3 System receives an API notification from partner platforms signaling schedule changes or confirmations.

Platform Variants

3.1 Google Calendar
• Feature/API: Calendar API — watchEvents for real-time updates, insert for new event propagation
3.2 Microsoft Outlook/Office 365
• Feature/API: Calendar REST API — subscribe webhook to events, delta sync for changes
3.3 Apple iCloud Calendar
• Feature/API: CalDAV interface — sync collection, fetch and send VEVENT objects
3.4 Zoho Calendar
• Feature/API: Zoho Calendar API — createEvent, updateEvent, listEvents
3.5 Calendly
• Feature/API: Webhooks — event.created, event.canceled, event.updated payloads sync
3.6 Salesforce Calendar
• Feature/API: Events object, Streaming API for real-time notifications
3.7 HubSpot Meetings
• Feature/API: Meetings API — sync meeting events, push to external calendars
3.8 BambooHR
• Feature/API: Company Calendar, Time Off API, Webhook for time off approval
3.9 Teamup
• Feature/API: API endpoint /events — CRUD operations for group calendars
3.10 Acuity Scheduling
• Feature/API: Webhooks for appointment scheduled/canceled, REST API for calendar sync
3.11 Doodle
• Feature/API: Poll creation endpoint; iCal sync integration
3.12 Trello
• Feature/API: Power-Up Calendar Feed (iCal), Webhook for card/calendar sync
3.13 Slack
• Feature/API: Events API — app_mention, message for calendar sync notifications
3.14 Google Meet
• Feature/API: Create meeting links via Google Calendar insert events endpoint
3.15 Zoom
• Feature/API: Meeting Scheduler API, Zoom calendar integration webhooks
3.16 TransportAPI
• Feature/API: Journey endpoint — synchronize transport schedules and booking statuses
3.17 Twilio SMS
• Feature/API: SMS API — send calendar reminders, receive reply for confirmations
3.18 SendGrid
• Feature/API: Mail Send endpoint for notification emails, Event Webhook for delivery status
3.19 ClickSend
• Feature/API: SMS Campaign API — batch send time-sensitive schedule changes
3.20 WhatsApp Business
• Feature/API: Business API — push calendar event reminders and updates
3.21 Jibble
• Feature/API: Time Tracking API — sync clock-in/out events with attendance calendar
3.22 When I Work
• Feature/API: Scheduling API — fetch shifts, send calendar invites
3.23 CareSmartz360
• Feature/API: Scheduling module, API — insert and sync care schedules with external calendars
3.24 Freshdesk
• Feature/API: Ticket and calendar integration, trigger reminders to stakeholders
3.25 Monday.com
• Feature/API: Calendar Integration via Board, item updates trigger calendar sync
3.26 Airtable
• Feature/API: Calendar View, Automation scripts trigger sync on record updates

Benefits

4.1 Prevent schedule overlaps between staff, families, and transport providers.
4.2 Reduce manual entry, ensuring real-time accuracy for all parties.
4.3 Improve communication, punctuality, and stakeholder satisfaction.
4.4 Increase operational efficiency in managing services for adult day care clients.
4.5 Support audit trails and compliance for scheduled activities and transportation.