Instructor assignment and scheduling workflow

Purpose

1.1. Automate end-to-end instructor assignment and scheduling for acrylic art workshops and classes in retail stores.
1.2. Synchronize class creation, instructor notifications, shift allocation, conflicts detection, and updates across store locations.
1.3. Minimize human error, optimize instructor workload, ensure compliance with store hours, and maintain transparency in scheduling.
1.4. Facilitate integration with calendar, communication, HR, and retail-specific platforms for unhindered workflows.

Trigger Conditions

2.1. New class or workshop is created in scheduling software or POS system.
2.2. Instructor availability update or time-off is recorded.
2.3. Store manager requests change or swap of assigned instructor.
2.4. Instructor responds to assignment (accept, decline, request reschedule).
2.5. Class cancellation or major update is pushed.
2.6. Recurring schedule cycle begins (weekly, monthly, or custom frequency).

Platform Variants

3.1. Google Calendar
• API: Calendar.Events.insert — programmatically create and assign events for workshops to instructors’ calendars.
3.2. Microsoft Outlook
• Function: Calendar Event REST API — auto-send invites, update/deletion sync to instructors.
3.3. Zoom
• API: Meeting Create — generate virtual session links for online/in-person hybrid workshops, include in schedule.
3.4. Slack
• Feature: Incoming Webhooks — notify instructors of new assignments or changes.
3.5. Twilio SMS
• Function: Message API — send immediate SMS to instructors for urgent scheduling needs or alerts.
3.6. SendGrid
• API: Mail Send — automate personalized email confirmations of workshop assignments.
3.7. Calendly
• API: Invitee Created — trigger workflow when instructor picks available slots from preset class times.
3.8. Trello
• Feature: Card Create/Update — log scheduled workshops as cards, assign instructors, set reminders.
3.9. Airtable
• API: Records Create/Update — maintain a dynamic schedule/instructor matrix with automation hooks.
3.10. BambooHR
• API: PTO Request/Calendar — check instructor availability versus assignments.
3.11. Asana
• Feature: Tasks API — translate new class slots into tasks, auto-assign, and update with status.
3.12. Salesforce
• Feature: Workflow Rules — automatic instructor notifications when a CRM class/workshop record is created.
3.13. Shopify
• Function: Webhooks — new service-product order triggers scheduling automation for workshop slots.
3.14. Typeform
• API: Form Response — capture instructor preferences directly and feed availability into assignment logic.
3.15. HubSpot
• API: Engagements — schedule reminders/emails for instructor assignments via workflow automation.
3.16. Notion
• Feature: Database API — sync assignments status so team sees real-time scheduling.
3.17. Zoho People
• API: Attendance & Shifts — cross-reference scheduled classes with instructor shifts and attendance records.
3.18. Mailchimp
• Feature: Campaign Triggers — notify instructors of their class assignments at batch intervals.
3.19. Monday.com
• API: Item Creation/Update — log class and assignment status in visual boards for operation managers.
3.20. Google Sheets
• API: Sheets Append/Update — update central ledger with every instructor assignment or scheduling change.
3.21. Microsoft Teams
• Feature: Bot Message — automatic DM to instructor on new schedule or swap.
3.22. QuickBooks Time
• API: Schedule Add/Edit — push scheduled workshop sessions into timesheet or payroll module for instructors.
3.23. Eventbrite
• API: Event Created/Attendee Registered — sync public signups with instructor scheduling for demand forecasting.

Benefits

4.1. Eliminates manual coordination and cuts down scheduling admin time.
4.2. Ensures swift response to schedule changes and instructor confirmations.
4.3. Enables 360° view of assignments, improving coverage and instructor satisfaction.
4.4. Reduces conflict (double-booking, availability) and captures real-time changes.
4.5. Enhances communication and transparency for all stakeholders in the store workflow.