Automated class cancellation/rebooking notifications

Purpose

1.1. Automatically notify customers and staff of class cancellations or offer immediate rebooking options for scheduled workshops or classes in an acrylic supply retail environment.
1.2. Ensure participants are aware, minimize missed communications, and maximize seat utilization through timely, multi-channel alerts and actions.

Trigger Conditions

2.1. Manual cancellation by admin, instructor, or customer.
2.2. Threshold of bookings not met before cutoff (e.g., 24 hours prior).
2.3. Unforeseen events (e.g., weather, instructor absence, location unavailable) detected via external sync/API/webhook.
2.4. Double-booked resources or scheduling conflicts flagged by the system.

Platform Variants

3.1. Twilio (SMS/WhatsApp)
• Feature: Programmable Messaging API; setting up message templates and event-based triggers; webhook for cancellation or rescheduling event.
• Sample conf: Trigger flow → Fetch affected users → Send bulk SMS/WhatsApp.

3.2. SendGrid
• Feature: Marketing Campaigns or Transactional API; design cancellation/rebooking email templates; use dynamic personalization.
• Sample conf: New event → List recipients → API POST to send email.

3.3. Mailgun
• Feature: Events API; send notification using templates for cancellation/rebooking.
• Sample conf: Event webhook triggers POST API to send email.

3.4. Slack
• Feature: Incoming Webhooks; send direct messages or channel posts to staff regarding the schedule change.
• Sample conf: Trigger flow → Compose message → POST to selected channel.

3.5. Microsoft Teams
• Feature: Incoming Webhook connector; post updates to operations or instructor channel.
• Sample conf: On class cancellation, send formatted message card.

3.6. Google Calendar
• Feature: Calendar Events API; update/cancel event, auto-notify invited guests.
• Sample conf: API PATCH to update or API DELETE to cancel event.

3.7. Outlook/Office 365 Calendar
• Feature: Calendar REST API; cancel/reschedule event, auto-email attendees.
• Sample conf: API PATCH or Cancel action trigger.

3.8. Shopify
• Feature: Shopify Admin API (Events & Notifications); trigger in-store notification.
• Sample conf: Event trigger → Webhook POST → Shopify Admin Notifications.

3.9. Zoom
• Feature: Meetings API; cancel/reschedule virtual sessions and notify registrants.
• Sample conf: API DELETE meeting, automated Zoom email.

3.10. Eventbrite
• Feature: Event Updates API; send cancellation email and manage refunds automatically.
• Sample conf: Event trigger → API POST to update event status.

3.11. Stripe
• Feature: Customer Portal Session; automated refund or rebooking link generation if paid class cancelled.
• Sample conf: Cancellation trigger → Refund/Create portal session.

3.12. SMSGlobal
• Feature: REST SMS API; bulk SMS notification to registered users.
• Sample conf: POST to SMS API with event message.

3.13. ActiveCampaign
• Feature: Automation builder; trigger workflow for class cancellation to email/SMS segment.
• Sample conf: Add user to cancellation automation.

3.14. HubSpot
• Feature: Workflows API; trigger sequence for email and task reminders.
• Sample conf: Cancellation trigger → Enroll contacts to workflow.

3.15. Freshdesk
• Feature: Ticket automation; auto-create ticket for cancellation/refund requests.
• Sample conf: API POST ticket creation on event.

3.16. Zendesk
• Feature: Triggers/Automations; route notification tickets or messages to agents.
• Sample conf: Cancellation triggers Zendesk ticket for support.

3.17. Airtable
• Feature: Automations; update class record, send notifications, capture rebooking.
• Sample conf: When status = cancelled, send webhook to notification flow.

3.18. Salesforce
• Feature: Process Builder/Flow; send emails, update records, trigger follow-ups.
• Sample conf: Record update → Flow triggers email/SMS.

3.19. Google Forms
• Feature: Response triggers; auto-email form link for rebooking post-cancellation.
• Sample conf: Event triggers send form link to customer.

3.20. WhatsApp Business API
• Feature: Template messages; send notifications or collect rebooking confirmations.
• Sample conf: POST template message via API to customer number.

3.21. ZoomInfo
• Feature: Contact enrichment; update staff directory post-schedule change.
• Sample conf: Trigger updates and propagate change in communications.

3.22. Zapier
• Feature: Multi-app workflow; bridge cancellation events to any notification channel.
• Sample conf: Event in booking system triggers notification sequence.

3.23. Calendly
• Feature: Webhook/notifications; auto-update attendees on schedule changes.
• Sample conf: On cancellation, system sends notification to participants.

3.24. Pipedrive
• Feature: Workflow automation; update deal status, notify involved parties.
• Sample conf: Cancelled class updates deal stage, trigger emails.

3.25. Trello
• Feature: Card automation; mark class cards cancelled and trigger Slack/Email alerts.
• Sample conf: Board automation upon class status change.

Benefits

4.1. Eliminates manual outreach, saving staff time.
4.2. Reduces no-shows and customer frustration via instant, multi-channel updates.
4.3. Promotes rapid rebooking, keeping occupancy rates high.
4.4. Ensures compliance with communication protocols and auditability.
4.5. Builds trust and professionalism through consistent, reliable contact.