Schedule and notify site surveys or site visits

Purpose

1.1. Automate end-to-end scheduling and notification of on-site surveys or visits for lighting consulting projects.
1.2. Automator coordinates between design teams, clients, and site staff, ensuring site visits are never missed or double-booked.
1.3. Automation ensures instant communication across email, SMS, and calendar platforms with integration to existing project management tools.
1.4. Automates capturing confirmations, reschedules, and feedback from involved parties automatically into CRM and project tools.
1.5. Drives automatable compliance by tracking survey logs, providing audit records, and reducing manual intervention.

Trigger Conditions

2.1. New project milestone reached in project management software.
2.2. Client request for site visit submitted via form or email.
2.3. Pre-configured frequency for recurring surveys met (e.g., monthly).
2.4. Task assigned as “pending site survey” in workflow system.
2.5. Site readiness status updated in construction management app.
2.6. Manual trigger via mobile or web dashboard for urgent site visits.

Platform Variants

3.1. Google Calendar
- API: Events.insert
- Setting: Auto-create and share calendar invites for site surveys; configure reminders via automated workflows.

3.2. Microsoft Outlook/Exchange
- API: CreateEvent
- Setting: Automates event scheduling in shared calendars with email notifications to involved parties.

3.3. Twilio SMS
- API: Messages.create
- Setting: Sends automated SMS reminders and confirmations to site staff and clients.

3.4. SendGrid
- API: mail/send
- Setting: Automates personalized email notifications to multiple stakeholders for site surveys.

3.5. Slack
- API: chat.postMessage
- Setting: Sends automated survey reminders and updates in project or team channels.

3.6. Microsoft Teams
- API: Create chatMessage in channel
- Setting: Automates direct messages or announcements for scheduled site visits.

3.7. Salesforce
- API: Create Task
- Setting: Automatically logs site survey tasks on account or project records and tracks completions.

3.8. HubSpot
- API: Engagements API / Create engagement
- Setting: Logs survey communications and automates follow-up tasks based on client interactions.

3.9. Zoho CRM
- API: createRecords
- Setting: Automates survey scheduling and tracks attendant responses in CRM records.

3.10. Asana
- API: tasks.create
- Setting: Automates task creation for site surveys and follows up on status changes.

3.11. Trello
- API: Cards.create
- Setting: Automatically creates survey cards, assigns members, and sends reminders.

3.12. Monday.com
- API: Create item
- Setting: Automates site visit item creation on relevant boards, paired with reminders.

3.13. ClickUp
- API: Create Task
- Setting: Creates automatable site visit tasks with automated notifications to teams.

3.14. Airtable
- API: Create Record
- Setting: Adds survey records to site survey tables and notifies stakeholders.

3.15. Notion
- API: Create Page
- Setting: Automates creation of site visit notes and checklists, notifies collaborators.

3.16. Basecamp
- API: Create To-Do
- Setting: Auto-generates site survey to-dos and pings assignees.

3.17. SAP SuccessFactors
- API: To-Do API
- Setting: Automates survey assignments and tracks completion by field employees.

3.18. ServiceNow
- API: Create Incident/Task
- Setting: Automator generates surveys as service tasks, with automated assignment and closure reminders.

3.19. Zoom
- API: Create Meeting
- Setting: Automates sending virtual site survey invites for pre-visit alignment.

3.20. DocuSign
- API: Envelopes:create
- Setting: Automates sending survey attendance confirmations for digital signing.

3.21. WhatsApp Business API
- API: messages
- Setting: Automates direct client and staff notifications and confirmations for scheduled site visits.

3.22. Google Sheets
- API: spreadsheets.values.append
- Setting: Automatedly logs every scheduled, completed, or rescheduled visit for reporting.

Benefits

4.1. Streamlines and automates manual scheduling, reducing errors and saving staff time.
4.2. Automates reminders, confirmations, and follow-ups, reducing no-shows and inefficiency.
4.3. Ensures all key parties are always informed — minimizing communication gaps via automation.
4.4. Integrates inputs and feedback into core project and CRM tools, automating documentation and audit trails.
4.5. Facilitates automatable compliance and oversight for professional services in lighting design consultation.