Zapier & API Specialist: Multi-Account Square,Twilio,Google Forms: NOT Hourly-Only Quote Full Price

Please feel free to use AI to minimize manual work. We expect you to send us 2-3 samples of the work you delivered. NOT HOURLY!!-Only Quote Full Price Project Overview: We are an established, multi-teacher K-12 educational tutoring company looking for a Automation Specialist to design, build, and test a decentralized backend operational infrastructure. Our goal is to automate all client scheduling, text notifications, conditional no-show routing, and availability collection across 11 independent scheduling accounts. The final system must require absolute zero manual daily data entry or phone management from our administrative office. Everything must be built and fully verified using dummy test environments. You will not have access to real customer lists, protecting our client data privacy. Core Architecture & Technical Requirements: The Specialist will be responsible for setting up and connecting three distinct operational loops across Square Appointments (Free Tier), Twilio, Zapier (or Make.com), and Google Forms: Loop 1: Isolated Account Architecture & Auto-Reminders (Square) Decentralized Account Setup: Configure 11 individual, separate Square Appointments accounts using provided Gmail sub-address aliases . Accounts must remain completely isolated so teachers have zero visibility into other tutors' data grids. Dynamic Custom Templates: Customize the native 24-hour outbound SMS reminder template inside each account to inject a permanent, unique, host-free Zoom link assigned to that specific tutor. Multi-Sibling Slotting: Configure the appointment architecture to handle multi-child families cleanly via independent calendar blocks mapping to a single parent contact profile, completely bypassing database name-clashing. Loop 2: The 2-Minute Delayed "Smart No-Show" Bypass (Twilio + Zapier) Single-Gateway Inbound Parsing: Connect a single tracking phone number via Twilio to a centralized Zapier webhook. Caller ID Lookup Engine: When a tutor texts a code (e.g., "NS [Student First Name]") to the Twilio gateway, Zapier must run a lookup table matching the inbound phone number to the specific tutor's Square account. Active Slot Cross-Reference: The system must instantly query the target tutor's live calendar API for the active hour block, extract the missing student's profile, and isolate the correct parent's cell phone number. The 2-Minute Delayed Safety Queue: Implement a 120-second conditional delay step. If the tutor sends a cancellation text within those 2 minutes (e.g., "OK" or "In [Name]" because the student arrived late), the workflow must kill the pending alert. Click-to-Dial Admin Routing: If the timer expires, Zapier must fire an instant SMS alert straight to the administrator's personal mobile phone with an actionable, hyperlinked syntax: Loop 3: The "No-Call" Automated Availability Engine (Google Forms + Zapier) Structured Availability Collection: Create a 3-field intake form (Tutor Name Dropdown, Date Picker, Time Block Fields) via Google Forms or Typeform. Scheduled Push Outbound: Configure a weekly job/schedule trigger in Zapier to auto-text this form link to all 11 tutors every Sunday evening. API-Driven Calendar Blocking: When a tutor submits a change request, Zapier must dynamically log into that specific tutor's Square account and execute a "Create Blocked Time" action, instantly wiping that slot from the public parent-facing rescheduling grid. Project Deliverables 11 Operational Square Profiles: Configured with custom SMS text alerts and individual tutor access handles. Live Zapier Master Blueprint: Fully commented webhooks, conditional paths, lookup tables, and delayed queue configurations. Twilio Webhook Mapping: Seamlessly processing incoming text string arrays. Sandbox Verification Video: A short Loom video demonstration showing a mock "NS Sammy" text tracking into the 2-minute delay queue, being released (or cancelled via an "OK" text), and successfully rendering the exact tel: format on a mobile viewport. Freelancer Requirements (How to Apply) Proven track record as an API Integration Architect or Automation Engineer with verified Upwork Top Rated or 95%+ Job Success Score (JSS) status. Deep expertise handling Square Appointments APIs, Twilio Webhooks, and Zapier Storage/Delay/Formatting applications. Excellent English communication skills. To filter out automated bot proposals, please begin your cover letter with the phrase "SYSTEM AUTO-PILOT READY" and briefly state whether you prefer executing this architecture inside Zapier or Make.com and why. Job Posting Details (Settings to Choose on Upwork) Job Type: Fixed-Price (Highly recommended for this layout so they commit to a complete working package). Estimated Budget: $30 to $50 (Excellent entry price point to capture highly targeted, competitive automation builders who can complete this task in 2–3 hours). Experience Level: Intermediate to Expert.