Notifying staff/teachers of new bookings or cancellations

Purpose

1.1. Automate the notification process for staff and teachers regarding new event or class bookings, as well as cancellations.
1.2. Ensures streamlined real-time communication on scheduling changes in a dance club environment.
1.3. Minimizes manual intervention and reduces risk of missed classes, overbookings, and staff misallocations by automating booking status updates.
1.4. Supports both instant and scheduled notification workflows to match business operating hours and event urgency.
1.5. Enhances event & booking management with automated workflow reliability, traceability, and error reduction.

Trigger Conditions

2.1. New booking entry created in booking system.
2.2. Booking cancellation initiated by client or administrator.
2.3. Update to existing booking (rescheduling or change in assigned staff).
2.4. Special-case triggers (e.g., waitlist filled, VIP booking, recurring class updates).

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Automate outgoing SMS via 'Messages API' upon new booking/cancellation event; configure webhook URL and automate sender number to target staff/teacher contact list.
3.2. SendGrid
• Feature/Setting: Automate outgoing transactional emails via 'Mail Send API', integrate with dynamic templates for staff notifications; configure sender and recipient automation parameters.
3.3. Slack
• Feature/Setting: Automate sending Slack channel or direct messages via 'Incoming Webhooks' or 'Chat.PostMessage' API; map event triggers to workspace and channel.
3.4. Microsoft Teams
• Feature/Setting: Automate Teams notifications via 'Connector/API’; configure notification flows to specific Teams, channels, or users in real-time.
3.5. Gmail
• Feature/Setting: Automate emails using 'Gmail API' or SMTP; define templates and recipients for automated event notifications.
3.6. Outlook 365
• Feature/Setting: Automate email alerts via 'Microsoft Graph API'; set subject, message body, and recipient fields during automation.
3.7. Discord
• Feature/Setting: Automate announcements to server channels via 'Discord Webhook'; define JSON message payload with event data.
3.8. WhatsApp (via Twilio)
• Feature/Setting: Automate WhatsApp messages to staff group; configure 'Messages API' with WhatsApp sender and recipient IDs.
3.9. Telegram
• Feature/Setting: Automate bot notifications with 'SendMessage API'; configure bot token and chat ID dynamically per event.
3.10. Facebook Messenger
• Feature/Setting: Automate direct messages to staff via 'Send API' with Page Access Token.
3.11. Microsoft Power Automate
• Feature/Setting: Automate multi-service workflows with connectivity to Teams, Email, and SMS; configure triggers from event management platform.
3.12. Google Chat
• Feature/Setting: Automate notifications to Spaces/DMs using 'Google Chat API' with message cards or plain text.
3.13. Zendesk
• Feature/Setting: Automate internal ticket or alert creation on relevant booking/cancellation event; use 'Ticket API'.
3.14. Asana
• Feature/Setting: Automate task or message creation in project board when staff notification required; configure 'Create Task API' or 'Comments API'.
3.15. Monday.com
• Feature/Setting: Automate pulses or updates with 'Create Update API'; configure automators on booking related boards.
3.16. Pushover
• Feature/Setting: Automate push notifications to mobile devices via 'Messages API'; authenticate with user/group keys.
3.17. PagerDuty
• Feature/Setting: Automate incident or alert notification for critical bookings/events via 'Events API'.
3.18. Zoho CRM
• Feature/Setting: Automate email/task generation in Zoho CRM on new booking/cancellation; use 'Notifications API'.
3.19. Salesforce
• Feature/Setting: Automate task/notification via 'Process Builder' or 'Flow'; targeting staff user accounts.
3.20. HubSpot
• Feature/Setting: Automate email or workflow notification via 'Workflows' or 'Engagements API' on trigger conditions.
3.21. ClickSend
• Feature/Setting: Automate SMS/email/fax notification via 'Send SMS API' or 'Send Email API' to staff and teachers.
3.22. Intercom
• Feature/Setting: Automate message dispatch via 'Message API'; configure event-based triggers for internal groups.
3.23. Mattermost
• Feature/Setting: Automate notifications to teams via 'Incoming Webhooks'; event payload includes booking data.
3.24. Line
• Feature/Setting: Automate staff notifications via 'LINE Messaging API'; register bot and configure push message automation.

Benefits

4.1. Automation reduces communication latency and manual errors, ensuring all staff are automatically informed.
4.2. Automates multi-channel notifications for immediate and reliable delivery across SMS, email, chat, and push.
4.3. Facilitates efficient coverage and resource allocation by automatically notifying teaching staff of changes.
4.4. Boosts staff satisfaction with workflow automation and automated transparency in schedule updates.
4.5. Frees administrative time by automating repetitive notification tasks and providing audit trails.
4.6. Ensures business continuity by automating escalation and follow-up for missed notifications.
4.7. Allows scalable automation as business grows, integrating new platforms or changing staff lists easily.