Need help · AI Automation & Chatbots

Need help

Hello everyone,

I am currently working on a project for a fitness company that involves automating several processes related to time zone management and data handling in Excel. The company’s trainers are based in India, while their clients are located across various time zones in the USA. The primary mode of interaction between trainers and clients is through WhatsApp.

To ensure smooth operations and accurate scheduling, I am looking to automate the following aspects:

1. **Time Zone Conversion and Notification:**

- When a client books a session, the booking time should be automatically converted to the trainer’s local time zone (IST) from the client’s time zone (e.g., CST, EST, PST).

- The trainer should receive a notification with the session details, including the booking time in their local time zone.

2. **Slot Management and Double Booking Prevention:**

- The system should automatically check for existing bookings and mark slots as full once they are booked. This will prevent double bookings and ensure that each time slot is allocated to only one client.

3. **Automated Booking Details Update in Excel:**

- The booking details, including the client’s original time zone and the converted time zone for the trainer, should be automatically updated and recorded in an Excel sheet.

- The Excel sheet should also be organized to reflect accurate scheduling, making it easier to track and manage bookings.

4. **Calendar Integration:**

- The system should automatically add the confirmed bookings to both the client’s and trainer’s calendars, reflecting the correct time based on their respective time zones.

5. **Tracking and Reporting in Excel:**

- The Excel sheet should not only record bookings but also calculate and track the total hours each client has booked and the total hours the trainer has worked.

- This information should be continuously updated as new bookings are made, providing a clear overview of the trainer’s schedule and workload.

I would greatly appreciate any advice, recommendations, or solutions on how to build and implement this automated system. Your insights would be invaluable in helping me ensure that the project runs smoothly and meets the needs of both the trainers and clients.

Thank you for your time and assistance!

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