Scheduling of workshops and educational sessions

Purpose

1. Automatically schedule, notify, and manage workshops and educational sessions related to health, safety, and social integration for refugees in camp settings.

2. Automate collection of attendee data, reminder notifications, resource allocation, instructor assignments, and feedback follow-ups.

3. Enable automated translation, accessibility support, real-time updates, and compliance record-keeping for social service reporting.

Trigger Conditions

1. Automated scheduling initiates when a new camp resident is registered or an event is created.

2. Triggers on reaching a quota of interested participants or predefined date/time.

3. Automates upon staff or partner submission of training request forms.

4. Automatedly launches workflows for rescheduling due to emergencies, resource conflicts, or weather updates.

Platform Variants

1. Google Calendar

• Feature/Setting: Automate event creation with API to add workshop schedules, invite attendees, and set recurring sessions.
  

2. Microsoft Outlook Calendar

• Feature/Setting: Use Graph API to automate bookings, attendee updates, and automated reminders integration.
  

3. Zoom

• Feature/Setting: Automator configures webinars via API, generates join links, and automates email delivery with session details.
  

4. Twilio SMS

• Feature/Setting: Automates mobile SMS reminders before sessions with programmable messaging API setup for multi-language notices.
  

5. SendGrid

• Feature/Setting: Automates sending bulk confirmation and reminder emails using Marketing Campaigns API.
  

6. Slack

• Feature/Setting: Automated channel notifications for staff and volunteers with scheduled messages API for real-time coordination.
  

7. HubSpot

• Feature/Setting: Automates contact and attendance management with Workflow automation for tracking engagement.
  

8. Salesforce

• Feature/Setting: Automator connects Service Cloud objects, auto-creates and updates records tied to attendance and feedback.
  

9. Airtable

• Feature/Setting: Automated forms collect registrations, integrate with workshop roster modules, and sync updates using API.
  

10. Trello

• Feature/Setting: Automates board creation for managing workshop tasks, session prep, and workflow checklists with Power-Ups.
  

11. Asana

• Feature/Setting: Automatedly assigns tasks to team members, creates session timelines, and monitors status with native automations.
  

12. Typeform

• Feature/Setting: Automates collection of workshop registrations and feedback forms via API connectivity.
  

13. Google Forms

• Feature/Setting: Automates data collection, triggers workflows upon submission, and forwards data to central spreadsheets.
  

14. Microsoft Teams

• Feature/Setting: Automates invitation and channel creation, schedules session announcements with Graph API bots.
  

15. WhatsApp Business API

• Feature/Setting: Automates relevant session notifications, reminders, and feedback requests in preferred languages.
  

16. Eventbrite

• Feature/Setting: Automator creates public/private event listings, tracks RSVPs, generates attendee lists through API.
  

17. SurveyMonkey

• Feature/Setting: Automatically distributes post-session surveys and collects responses, generates analytics.
  

18. Calendly

• Feature/Setting: Automates session booking slots, syncs participant schedules, sends automated confirmations.
  

19. DocuSign

• Feature/Setting: Automates consent form distribution and collection for workshops requiring parental/guardian approval.
  

20. Zendesk

• Feature/Setting: Automates support ticketing for session inquiries, late reschedules, and general attendee assistance.
  

Benefits

1. Automates repetitive coordination, reducing human error and administrative burden.

2. Enables scalable, automated outreach and retention for large and dynamic camp populations.

3. Delivers multi-channel, automated notifications increasing session attendance and engagement rates.

4. Centralizes and automates data collection, ensuring compliance and streamlined reporting.

5. Supports automation of language translation, accessibility, and adaptive scheduling for equity and inclusivity.

6. Increases resilience through automated contingency actions for emergencies or last-minute changes.