Purpose
1. Automatically manage waitlists for adult day care center appointment slots to reduce manual work and optimize capacity.
2. Notify interested parties when slots open up via multiple channels (email, SMS, call, mobile push).
3. Instantly update schedules in calendar and booking platforms upon slot acceptance.
4. Sync updated attendance and slot status across CRM, EHR, and reporting tools.
5. Ensure compliance, timely communications, and better slot utilization in care operations.
Trigger Conditions
1. Existing attendee cancels or reschedules a reserved slot.
2. New registration received for a fully-booked slot via web form, call, or app.
3. Slot becomes available due to operational adjustments (e.g., staff schedule change).
Platform Variants
1. Twilio SMS
• Feature/Setting: Send automated SMS alert to next-in-line on waitlist; configure with Twilio Messaging API (“Send SMS” endpoint), specify recipient from dynamic waitlist data.
2. SendGrid
• Feature/Setting: Trigger transactional email notification using SendGrid Mail Send API; set dynamic “To” fields using waitlist order.
3. Slack
• Feature/Setting: Notify staff channels using Slack Incoming Webhooks; map waitlist slot updates as webhook payload.
4. Google Calendar
• Feature/Setting: Update calendar events via Google Calendar API (“Events: patch” for slot change, “Events: insert” for new acceptances).
5. Outlook Calendar
• Feature/Setting: Use Microsoft Graph “Create event” and “Update event” for slot management and notifications to registered users.
6. Airtable
• Feature/Setting: Store, filter, and update waitlist and slot status using Airtable API “Create Record” and “Update Record” endpoints.
7. Salesforce
• Feature/Setting: Update lead/contact status and custom objects via Salesforce REST API (“/sobjects/” endpoints, mapped to waitlist).
8. HubSpot CRM
• Feature/Setting: Shift contacts through pipeline stages, auto-email via Workflow API (“Create Event”, “Send Email”).
9. Zoho CRM
• Feature/Setting: Update custom modules for waitlist and automate follow-up using Zoho CRM API Batch endpoints.
10. Copper CRM
• Feature/Setting: Push waitlist leads into automated communication sequences via Opportunities API.
11. Calendly
• Feature/Setting: Add/update bookings and availability with Calendly API (“Create Event”, “Update Invitee”).
12. Acuity Scheduling
• Feature/Setting: Auto-invite next-in-line via Acuity API “Reschedule Appointment” / “Add Appointment” endpoints.
13. Zoom
• Feature/Setting: Auto-generate join links for confirmed slots; use Zoom API “Meeting Create” for virtual slots.
14. Microsoft Teams
• Feature/Setting: Notify waiting list participants or staff using Teams Webhook API (“Create Chat”, “Send Message”).
15. DocuSign
• Feature/Setting: Trigger e-sign slot confirmations via DocuSign eSignature API (“Envelopes:create”).
16. Mailchimp
• Feature/Setting: Email automation for slot status using Mailchimp Transactional API (“messages/send”).
17. WhatsApp Business
• Feature/Setting: Auto-message via WhatsApp Business API for slot offer and confirmation collection.
18. PagerDuty
• Feature/Setting: Trigger alert or notification to duty staff if urgent manual intervention is needed; use “Create Incident”.
19. Monday.com
• Feature/Setting: Update project/status boards with new slot and waitlist information using Monday API (“Create Item”).
20. Asana
• Feature/Setting: Create/update task for staff when waitlist status changes, via Asana Tasks API (“/tasks”).
21. Google Sheets
• Feature/Setting: Log and sync waitlist and slot data using Google Sheets API (“Append Values”, “Update Values”).
22. Freshdesk
• Feature/Setting: Auto-open tickets or notify customer support when waitlisted parent needs follow-up (“Create Ticket”).
Benefits
1. Reduces manual effort and error in slot reallocation.
2. Increases slot fill rate and service capacity utilization.
3. Improves family/customer satisfaction with timely communications.
4. Streamlines processes across calendar, CRM, EHR, and notification tools.
5. Supports compliance and audit trails through automated logs and updates.
Scheduling & Attendance Management