Automated class rotation and instructor assignment

Purpose

1. Automate dynamic scheduling of aerobics classes and assign instructors based on availability, expertise, location, and program requirements.

2. Reduce manual errors in class rotation and instructor allocation, ensure balanced workloads, optimize resource usage, and provide seamless rescheduling for absences or changes.

3. Integrate scheduling with communication tools to notify instructors, management, and participants instantly.

4. Facilitate analytics for attendance, participation trends, and instructor performance.

Trigger Conditions

1. New time slots, program periods, or classes are added.

2. Instructor updates on availability or planned absences.

3. Last-minute cancellations by instructors or facility unavailability.

4. Predefined schedule review cycles (e.g., weekly or monthly automation runs).

Platform Variants

1. Google Calendar API

• Feature/Setting: Automatic creation and update of class events with instructor invite; use 'events.insert', 'events.patch'.
  

2. Microsoft Outlook Calendar API

• Feature/Setting: Schedule and assign classes using 'createEvent' and resolve instructor using 'findMeetingTimes'.
  

3. Acuity Scheduling

• Feature/Setting: API - POST /appointments to auto-book classes with instructor profile ID.
  

4. Mindbody

• Feature/Setting: Class scheduling endpoint '/class/classes' with automated instructorID assignment.
  

5. Teamup Calendar

• Feature/Setting: REST API - schedule event, assign 'sub-calendar' to instructor.
  

6. Zen Planner

• Feature/Setting: Automate 'classes' end-point with instructor IDs in the payload for instant roster building.
  

7. Glofox

• Feature/Setting: Use the 'timetable' API to book/assign instructors by staff_id attribute.
  

8. WellnessLiving

• Feature/Setting: REST API, use 'ClassSession' endpoint and assign via 'staff_ids' parameter.
  

9. Virtuagym

• Feature/Setting: Schedule via '/calendar/events' and set 'trainer_id' dynamically.
  

10. ClassFit

• Feature/Setting: Webhook integration to auto-update instructor assignment when roster changes.
  

11. Square Appointments API

• Feature/Setting: Call 'CreateBooking' function and set 'employee_id' per rotation logic.
  

12. Asana API

• Feature/Setting: Task creation for class events, assign to instructor user-id using 'tasks.addFollowers'.
  

13. Trello API

• Feature/Setting: Card auto-creation for each class, assign member with 'members' parameter via 'cards/POST'.
  

14. Slack API

• Feature/Setting: Notification of new/changed assignment; use 'chat.postMessage' to channel or DM.
  

15. Twilio SMS API

• Feature/Setting: Update instructors with assignment changes via 'messages.create'.
  

16. SendGrid Email API

• Feature/Setting: Dispatch automated assignment emails using 'mail/send'.
  

17. Zapier

• Feature/Setting: Scheduler and multi-app automation, trigger on calendar entry, update instructor CRMs.
  

18. Salesforce

• Feature/Setting: Create 'Event' objects with rotations and assignment via REST API.
  

19. Monday.com

• Feature/Setting: Auto-populate scheduling board, assign instructor via 'change_column_values'.
  

20. HubSpot

• Feature/Setting: Create meetings and tasks, relate them to instructor records via 'crm-objects-events' API.
  

Benefits

1. Reduce scheduling errors and ensure fair class distributions.

2. Save administrative time by eliminating manual instructor scheduling.

3. Centralize class and instructor data, enabling quick analytics.

4. Provide instant, multi-channel notifications for all stakeholders.

5. Adapt to last-minute changes without disrupting class flow.