Sharing rehearsal schedules with cast and crew

Purpose

1.1. Automate the distribution of rehearsal schedules to cast and crew, ensuring timely communication and reducing manual coordination effort.
1.2. Facilitate automated updates for schedule changes, room assignments, and rehearsal notes to all relevant parties.
1.3. Integrate calendars, communication, and project management tools to automate schedule sharing and automated reminders.
1.4. Enable the automated management of internal notifications, role-specific schedules, and last-minute amendments, both on mobile and desktop platforms.
1.5. Create automatable audit trails for admin review and compliance in schedule dissemination.

Trigger Conditions

2.1. New or revised rehearsal schedule uploaded to a shared drive or schedule management app.
2.2. Manual update in a central scheduling spreadsheet or ERP.
2.3. Calendar invite created or modified for group event.
2.4. Automated input from casting management or HR system indicating a schedule change.
2.5. Recurring automation at set times for daily, weekly, or monthly schedules.

Platform Variants

3.1. Google Calendar API
• Feature/Setting: automate event creation/updates; configure OAuth2 and the calendar.events.insert, calendar.events.update endpoints for schedule automation.
3.2. Microsoft Graph API (Outlook Calendar)
• Feature/Setting: automate schedule sharing; configure permissions, use /me/events endpoint to push schedule changes.
3.3. Slack
• Feature/Setting: automate channel or DM announcements; setup incoming webhooks or /chat.postMessage API.
3.4. Twilio SMS
• Feature/Setting: automate SMS notifications; use Messages API, configure sender, recipient, and body parameters.
3.5. SendGrid
• Feature/Setting: automate schedule emails; configure dynamic email templates and schedule trigger event via the Mail Send API.
3.6. Mailchimp
• Feature/Setting: automate distribution via campaigns or transactional emails; configure audience segment, API trigger for automated batch sends.
3.7. Airtable Automations
• Feature/Setting: automate via trigger "When record updated"; configure scripting action to fetch schedule and push to channels.
3.8. Asana
• Feature/Setting: automate task/announcement creation from scheduled events; use API’s POST /tasks endpoint.
3.9. Trello
• Feature/Setting: automate card creation with rehearsal details; use Trello API createCard endpoint.
3.10. Notion API
• Feature/Setting: automate sharing pages or databases of schedules; use the pages.create or database.update endpoints.
3.11. Zoom
• Feature/Setting: automate meeting scheduling and notifications; use /users/{userId}/meetings endpoint.
3.12. Google Sheets API
• Feature/Setting: automate reading/writing of rehearsal data; use sheets.spreadsheets.values.get or .update endpoints.
3.13. Dropbox API
• Feature/Setting: automate file sharing for schedules; use /files/upload and /sharing/create_shared_link_with_settings.
3.14. WhatsApp Business API
• Feature/Setting: automate direct messages to crew/cast; use /messages endpoint with schedule content.
3.15. Discord Bot API
• Feature/Setting: automate messaging in channels or DMs for rehearsal updates; configure bot token and /channels/{channel.id}/messages.
3.16. Basecamp
• Feature/Setting: automate automated schedule posts in campfire or message board; use Write API for posts.
3.17. ClickUp
• Feature/Setting: automate task/calendar integration; use tasks or calendar endpoints for rehearsal tasks.
3.18. Monday.com
• Feature/Setting: automate item creation and notification; use create_item mutation in API.
3.19. Smartsheet
• Feature/Setting: automate rows for new schedules; use rows.addRows endpoint with automation rules.
3.20. HubSpot
• Feature/Setting: automate scheduling through workflow automation; configure workflow to send schedule emails via Marketing Email API.

Benefits

4.1. Automates timely, consistent rehearsal schedule sharing, minimizing manual errors.
4.2. Automates multi-channel notifications, ensuring no cast/crew member missed.
4.3. Automates tracking and version control of schedules for easy reference and auditing.
4.4. Frees HR/admin for creative priorities by automating repetitive schedule management tasks.
4.5. Automates schedule reminders to foster prompt attendance and reduce no-shows.
4.6. Automating integrations enable centralized, audit-ready activity logs for compliance.
4.7. Automates scalability for growing companies without manual coordination overhead.