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Manage party rental bookings and weather alerts with Sheets, Gmail, and DeepSeek

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Created by: Khaisa Studio || khaisastudio
Khaisa Studio

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Last update a day ago

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Rain and unpaid deposits are what quietly ruin a party rental weekend. This workflow confirms every booking the moment the website form posts it, watches the forecast for your yard each morning, warns customers before the crew loads the truck, chases deposits inside the week, and hands the owner a Monday brief.

Last updated: November 2026.

Quick Overview

A booking request hits the webhook and is validated before anything is written. The model writes the confirmation email while the booking lands in a Google Sheets ledger with the deposit still due. Every morning the sweep reads the ledger, pulls the Open-Meteo forecast for the yard, scores each event in the next four days for rain and wind, and sends a customer notice for anything at risk, then one crew briefing with every event on it. Bookings with an unpaid deposit inside seven days get a reminder. On Monday the owner gets a brief with booked value, deposits outstanding and the week's weather risks.

How it works

  1. When Booking Request Arrives is a POST webhook on the party-rental-booking path, taking customer name, email, package, event date, start time, venue, guests, quoted total and deposit paid.

  2. Normalize Booking Request checks the name, email, package, a date in YYYY-MM-DD and the venue, generates a booking id and lists whatever is missing.

  3. Booking Complete? sends an incomplete request to Email Ops About Bad Booking, and nothing is written to the ledger.

  4. A valid booking goes to Draft Booking Confirmation, where the model writes the subject, body and setup note from the exact numbers given, and Parse Booking Confirmation merges that output back onto the booking.

  5. Append Booking To Ledger adds the row to the Bookings tab and Gmail sends the confirmation to the customer.

  6. Daily at 06:00 the sweep reads the ledger, collapses to a single item, and Get Event Forecast calls Open-Meteo with hourly rain probability, rainfall, wind speed and gusts for the next four days.

  7. Score Weather And Deposits keeps bookings with a booked or confirmed status and a usable email, then bands the risk for events inside four days: high at 70 percent rain chance, 5 mm of rain or 35 km/h gusts, medium at 45 percent or 2 mm.

  8. Route Booking Action has three outputs. Weather goes to a model-written customer notice that offers a new date or holds the deposit for later, and that customer is emailed.

  9. After a weather round it builds one crew briefing listing every event at risk, emails it, stamps weather_risk back on the row and writes an Activity row.

  10. A booking with money still due inside seven days goes to Build Deposit Reminder, which writes a plain reminder with the total, the paid amount and the balance, emails it and stamps the row.

  11. Weekly Season Report runs Monday at 07:00, computes booked count, booked value, outstanding deposits, events this week and the weather flagged list, and the model writes the owner brief that Gmail sends.

Setup

  1. Create a sheet with Bookings and Activity tabs and paste its id into the six Google Sheets nodes.

  2. Connect your Google Sheets credential and Gmail on the six email nodes.

  3. Add an OpenAI credential on Booking Model, Weather Model and Brief Model, which run the DeepSeek model.

  4. Set the yard latitude and longitude in the Get Event Forecast URL, since the shipped one is a single location.

  5. Replace the placeholder ops address in Email Ops About Bad Booking, Email Crew Weather Digest and Send Weekly Owner Report.

  6. Point your website form at the party-rental-booking webhook with deposit_due or quoted_total and deposit_paid, which the reminder maths needs.

  7. Move the 06:00 sweep or the Monday 07:00 report if those times do not fit your season.

Quick Answers

When does a customer get a weather notice?

Only when the event is inside the next four days and the forecast crosses the thresholds: 70 percent rain chance, 5 mm of rain or 35 km/h gusts for high risk, 45 percent or 2 mm for medium.

What happens to a booking with no deposit due yet?

It is routed to the skip output with a reason recorded, so no email goes out until the deposit falls inside the seven day window.

Does an incomplete form submission get saved?

No. The booking is never written to the ledger, and the ops address gets an email naming the missing fields with the customer details.

Additional info

Built with n8n. Need an assessment on your business? Feel free to reach out at https://khmuhtadin.com/consultation/