Facility booking and scheduling automation

Purpose

1.1. Enable automated booking and scheduling of campus facilities (classrooms, studios, labs) within faculties of media and information science.
1.2. Automate approvals, calendar updates, notifications, conflict detection, and reporting to ensure resource optimization.
1.3. Integrate with academic schedules, events, and maintenance cycles for frictionless facility management and transparency.

Trigger Conditions

2.1. Facility booking request form submitted via portal or web app.
2.2. Booking event created or modified in a calendar or scheduling platform.
2.3. Email or ticket containing booking request received.
2.4. Faculty or staff calendar updated indicating need for specific facility.
2.5. External API call or webhook from third-party event scheduler.

Platform Variants

3.1. Microsoft Outlook / Office 365
• Feature/Setting: Calendar API "Create Event", webhook for event updates—automates reservation and notifications.
3.2. Google Calendar
• Feature/Setting: Events API, automates adding bookings, adjusting attendee lists, and triggering reminders.
3.3. Zapier
• Feature/Setting: Webhooks & "Schedule by Zapier", automates sync between booking forms and calendars.
3.4. Slack
• Feature/Setting: Incoming Webhooks, Slackbot reminders automate alerts for upcoming bookings.
3.5. Salesforce
• Feature/Setting: Service Cloud API "createCase"—automates routing booking requests as cases for review.
3.6. Trello
• Feature/Setting: Board webhooks, Card automator—automates facility request cards with due dates, notifications.
3.7. Asana
• Feature/Setting: "Task Creation" API, automate assigning bookings as tasks with deadlines.
3.8. Google Forms
• Feature/Setting: Form Submit trigger, automates sending requests to calendar and database.
3.9. Microsoft Teams
• Feature/Setting: Bots, Adaptive Cards, automate facility scheduling discussions, approvals.
3.10. Airtable
• Feature/Setting: Forms, table automation scripts, automates data gathering and availability checks.
3.11. Zoom
• Feature/Setting: Meeting Scheduler API, webhook notifications automate booking virtual facilities.
3.12. Calendly
• Feature/Setting: API event webhooks, automates calendar blocking and notification flows.
3.13. ServiceNow
• Feature/Setting: Service Catalog workflows—automates booking approvals and history tracking.
3.14. SAP SuccessFactors
• Feature/Setting: Workflow Rules & API, automates resource request routing and compliance validation.
3.15. Oracle PeopleSoft
• Feature/Setting: Meeting Scheduler integration, automates facility assignment and participant notification.
3.16. monday.com
• Feature/Setting: Automations & API, automate board item creation for new facility bookings.
3.17. Notion
• Feature/Setting: Database API and Reminder automations, automates logging and alerts for bookings.
3.18. DocuSign
• Feature/Setting: Template send/complete, automates form sign-off for booking approval workflows.
3.19. Twilio
• Feature/Setting: SMS API, automates facility confirmation and reminders via automated SMS.
3.20. Freshservice
• Feature/Setting: Service Request Automation, automates intake and assignment of booking tickets.
3.21. Microsoft Power Automate
• Feature/Setting: Flows for integrated apps, automates booking flow across Office suite and custom APIs.
3.22. Google Apps Script
• Feature/Setting: Time-driven triggers and Form submit, automate backend logic for booking/approval.

Benefits

4.1. Increases efficiency by automating booking approvals, reminders, and conflict detection.
4.2. Minimizes scheduling errors via automated real-time availability checks and double-booking prevention.
4.3. Improves transparency and audit trails through automated logging and reporting.
4.4. Enhances user satisfaction by automating notifications and status updates.
4.5. Saves time and resources by automating repetitive administrative tasks associated with facility management.