Calendar sync for event bookings and exhibitions

Purpose

1. Automate central calendar synchronization for museum event bookings and special archaeology exhibitions, reducing manual admin effort.

2. Automate real-time availability updates for staff and public, ensuring no double-bookings, resource contention, or missed reservations.

3. Automate event notifications, reminders, and follow-up workflow, integrated within museum’s visitor experience stream.

4. Automator manages staff shift allocation, room allocation, exhibit rotation calendar, and private viewing reservations all in a single streamlined view.

5. Automate cross-platform event creation, updates, and deletions across public website, staff internal tools, and third-party ticketing services.

Trigger Conditions

1. New event created via web booking forms, mobile apps, or ticketing kiosks.

2. Scheduled archaeology exhibit or pop-up event published.

3. Staff member modifies room/resource allocation.

4. Automated reminder or cancellation triggered.

5. External API update from a partner calendar, travel agency or local event aggregator.

Platform Variants

1. Google Calendar

• API: Events.insert, Events.update, Events.delete — automate event creation/update/deletion for museum’s team and public calendar.
  

2. Microsoft Outlook/Office 365

• API: /me/events endpoint — automate staff calendar sync, send invites, confirm bookings.
  

3. Apple Calendar (iCloud)

• CalDAV protocol — automate event pushes for Apple device users and iPad check-in stations.
  

4. Eventbrite

• API: /events/ endpoint — automate bookings, attendee sync, and schedule public exhibit events.
  

5. Calendly

• API: /scheduled_events — automate visitor/self-service bookings of tours, private showings, or group events.
  

6. Salesforce

• Calendar API & Events Object — automate CRM-driven event registration/CDP and exhibition bookings.
  

7. Acuity Scheduling

• API: /appointments — automate guided tour reservations, automated confirmations, and follow-ups for archaeology experts.
  

8. Zoom

• API: /meetings — automate creation of virtual tours or remote education session bookings.
  

9. Slack

• API: /reminders.add, /conversations.scheduleMessage — automate scheduling notifications for staff.
  

10. Google Sheets

• Apps Script/Sheets API — automate event schedule synchronization with shared planning documents.
  

11. AirTable

• API: /records — automate cataloging and status tracking for events, room bookings, and exhibit launches.
  

12. Trello

• API: /cards — automate team task reminders tied to event milestones or exhibition open/close tasks.
  

13. Notion

• API: /pages — automate updating and sharing event timelines and checklists.
  

14. HubSpot

• Calendar Extension API — automate sales/partnership event scheduling.
  

15. Zapier

• Triggers/Actions: Calendar Event Created/Updated — automate orchestrating data between calendar and 3000+ apps.
  

16. monday.com

• API: /items — automate calendar tasks for exhibition logistics.
  

17. Asana

• API: /tasks — automate project planning for archaeological exhibit preparation or event setup.
  

18. Mailchimp

• Event API + Campaigns — automate reminder emails for upcoming exhibits or bookings.
  

19. Facebook Events

• Graph API: /events — automate publicizing exhibitions on museum’s social media.
  

20. Ticketmaster

• API: /events — automate ticketing, bookings, and attendee lists sync to central calendar.
  

21. Teamup Calendar

• API: /events — automate public-facing event calendars, allowing real-time event registration display.
  

22. WordPress (The Events Calendar plugin)

• REST API — automate exhibit listings and public booking form integrations.
  

Benefits

1. Automated calendar sync eliminates double-booking, optimizes staff and room usage.

2. Automated reminders and reschedules boost visitor satisfaction and engagement.

3. Automation centralizes data, improving visibility, reduction in scheduling conflicts.

4. Automation enhances exhibition prep, ensuring timelines and staff are aligned.

5. Automating multi-platform updates expands event visibility across digital channels.

6. Reduced manual input saves time, frees staff for higher-value visitor engagement.

7. Automated analytics and reporting inform future exhibition planning.