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Description
This workflow automates a personalized pre-arrival guest experience for hotels by combining Google Sheets, OpenAI, Email, and Slack. It detects upcoming check-ins, maintains unified guest profiles for new and returning guests, and sends warm, AI-generated welcome messages exactly 2 days before arrival, ensuring a premium, consistent experience without manual effort.
⚠️ Deployment Disclaimer
This workflow is intended for self-hosted n8n instances.
⚙️ What This Workflow Does (Step-by-Step)
▶️ Scheduled Daily Trigger
Runs automatically each day to process upcoming arrivals.
📄 Fetch Guest Profiles (Google Sheets)
Loads guest reservations and existing guest history from the source of truth.
👤 Guest Profile Handling
Merges data for returning guests or creates a new profile for first-time visitors.
⏰ Pre-Arrival Window Check
Calculates days until check-in and filters guests arriving within 2 days only.
🤖 AI Welcome Message Generation
Uses OpenAI to generate short, personalized pre-arrival messages based on preferences, allergies, and special occasions.
📬 Multi-Channel Delivery
Sends the message via Slack (if available) or Email and logs all messages to Google Sheets.
🗂 Profile & Message Logging
Updates guest profiles and stores sent messages for tracking and audit.
🚨 Error Monitoring
Any workflow failure triggers an immediate Slack alert.
🧩 Prerequisites
• Google Sheets OAuth2
• OpenAI API key
• Slack API access
• SMTP email credentials
• Self-hosted n8n recommended
💡 Key Benefits
✔ Personalized pre-arrival communication
✔ Zero manual guest follow-ups
✔ Unified guest profiles (new + returning)
✔ Timed, non-spammy outreach
✔ Full logging and error visibility
👥 Perfect For
- Hotels & resorts
- Boutique hospitality brands
- Property managers
- Guest experience teams