Extracurricular participation tracking

Purpose

1.1. Automate the tracking of student participation in extracurricular activities to streamline monitoring, notifications, and reporting processes.
1.2. Enable cross-team and parental visibility, automate reminders to students, and collect participation data for wellbeing analysis.
1.3. Centralize data to inform support staff, trigger automated interventions, and ensure equitable access to enrichment opportunities.

Trigger Conditions

2.1. Student sign-up or attendance at co-curricular/extra-curricular event recorded in digital system.
2.2. Absence or non-engagement with a critical minimum threshold.
2.3. Completion of activity, update in wellbeing system, or input received from educators or activity leaders.

Platform Variants

3.1. Google Sheets
• Feature: Sheets API “AppendCells”; automate attendance record creation per event.
3.2. Microsoft Power Automate
• Feature: Scheduled Flow; automates daily extracurricular participation summary for staff.
3.3. Salesforce
• Feature: “Create Record” in Student Support Objects; automates logging and aggregation of involvement data.
3.4. Slack
• Feature: Webhook+Reminders API; automates nudges for upcoming, missed or exceptional activity participation.
3.5. Zoom
• Feature: Meeting API “List Participants”; automate extraction of virtual club attendance.
3.6. Twilio
• Feature: SMS API SendMessage; automate parental notifications of participation and missed activities.
3.7. Airtable
• Feature: “Create Record”; automate entry of club and activity engagement data.
3.8. Notion
• Feature: “Database Item”; automate creation of participation logs for each student in dedicated database.
3.9. SendGrid
• Feature: “Send Email” API; automate emailed surveys or confirmations linked to participation.
3.10. HubSpot
• Feature: Timeline API; automate timeline entries per student involvement.
3.11. Google Calendar
• Feature: "Event List"; automate matching of sign-ups to event dates and reminders.
3.12. Asana
• Feature: Task Creation API; automate task or milestone on each extracurricular activity.
3.13. Zoho CRM
• Feature: “Insert Records”; automate saving and segmentation of participation datasets.
3.14. Eventbrite
• Feature: “Attendee Reports” API; automate download and parse lists for offline-academic activities.
3.15. JSON Webhooks (General)
• Feature: POST endpoints; automate cross-system data sync and notifications.
3.16. Mailchimp
• Feature: "Add Subscriber" API; automate segmented communication to parents and student groups.
3.17. SurveyMonkey
• Feature: "Send Survey" API; automate post-activity feedback collection.
3.18. Moodle
• Feature: Activity Completion API; automate learning management integration and flagging.
3.19. Trello
• Feature: Card Creation; automate extracurricular cohort board per term or group.
3.20. DocuSign
• Feature: Envelopes API; automate e-signature for permission or consent forms for activities.
3.21. Microsoft Outlook
• Feature: Calendar API; automate appointment reminders and absence follow-ups.
3.22. Power BI
• Feature: Dataset API; automate live analytics dashboards of involvement and gaps.
3.23. Google Drive
• Feature: File Upload API; automate save of participation forms, sign-ups, evidence.

Benefits

4.1. Automates repetitive data entry, boosting efficiency in student support.
4.2. Automated reminders improve student engagement and responsibility.
4.3. Automated aggregation and visualization for staff via dashboards.
4.4. Automates parent communications, increasing transparency and trust.
4.5. Automates alerts for non-participation, supporting early intervention.
4.6. Automates compliance, reporting, and tracking for equitable extracurricular access.