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Travel Itinerary Reminders with Google Calendar, Excel, and SMS/Email Alerts

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Created by: Oneclick AI Squad || oneclick-ai

Oneclick AI Squad

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Last update a day ago

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This automated n8n workflow checks daily travel itineraries, syncs upcoming trips to Google Calendar, and sends reminder notifications to travelers via email or SMS. Perfect for travel agencies, tour operators, and organizations managing group trips to keep travelers informed about their schedules and bookings.

What This Workflow Does

  • Automatically checks travel itineraries every day
  • Identifies today's trips and upcoming departures
  • Syncs trip information to Google Calendar
  • Sends personalized reminders to assigned travelers
  • Tracks reminder delivery status and logs activities
  • Handles both email and SMS notification preferences
  • Provides pre-travel checklists and booking confirmations
  • Manages multi-day trip schedules and activities

Main Components

  • Daily Travel Check - Triggers daily to check travel itineraries
  • Read Travel Itinerary - Retrieves today's trips and bookings from database/Excel
  • Filter Today's Trips - Identifies trips departing today and upcoming activities
  • Has Trips Today? - Checks if there are any trips scheduled
  • Read Traveler Contacts - Gets traveler contact information for assigned trips
  • Sync to Google Calendar - Creates/updates trip events in Google Calendar
  • Create Traveler Reminders - Generates personalized reminder messages with travel details
  • Split Into Batches - Processes reminders in manageable batches
  • Email or SMS? - Routes based on traveler communication preferences
  • Prepare Email Reminders - Creates detailed email reminder content with checklists
  • Prepare SMS Reminders - Creates SMS reminder content optimized for text
  • Read Reminder Log - Checks previous reminder history
  • Update Reminder Log - Records sent reminders with timestamps
  • Save Reminder Log - Saves updated log data for audit trail

Essential Prerequisites

  • Travel itinerary database/Excel file with trip assignments
  • Traveler contact database with email and phone numbers
  • Google Calendar API access and credentials
  • SMTP server for email notifications
  • SMS service provider (Twilio, Nexmo, etc.) for text reminders
  • Reminder log file for tracking sent notifications
  • Booking confirmation system (flight, hotel, transport)

Required Data Files

trip_itinerary.xlsx:

  • Trip ID | Trip Name | Date | Departure Time | Duration
  • Departure Location | Destination | Hotel | Flight Number
  • Assigned Travelers | Status | Booking Reference | Cost

traveler_contacts.xlsx:

  • Traveler ID | First Name | Last Name | Email | Phone
  • Preferred Contact | Assigned Trips | Passport Number | Emergency Contact

reminder_log.xlsx:

  • Log ID | Date | Traveler ID | Trip ID | Contact Method
  • Status | Sent Time | Message Preview | Confirmation

Key Features

  • ⏰ Daily Automation: Runs automatically every day at scheduled times
  • 📅 Calendar Sync: Syncs trips to Google Calendar for easy viewing
  • 📧 Smart Reminders: Sends email or SMS based on traveler preference
  • 👥 Batch Processing: Handles multiple travelers efficiently
  • 📊 Activity Logging: Tracks all reminder activities and delivery status
  • 🔄 Duplicate Prevention: Avoids sending multiple reminders
  • 📱 Multi-Channel: Supports both email and SMS notifications
  • ✈️ Travel-Specific: Includes flight numbers, locations, accommodation details
  • 📋 Pre-Travel Checklist: Provides comprehensive packing and document reminders
  • 🌍 Multi-Destination: Manages complex multi-stop itineraries

Quick Setup

  1. Import workflow JSON into n8n
  2. Configure daily trigger schedule (recommended: 6 AM and 6 PM)
  3. Set up trip itinerary and traveler contact files
  4. Connect Google Calendar API credentials
  5. Configure SMTP server for emails
  6. Set up SMS service provider (Twilio, Nexmo, or similar)
  7. Map Excel sheet columns to workflow variables
  8. Test with sample trip data
  9. Activate workflow

Parameters to Configure

  • schedule_file_path: Path to trip itinerary file
  • contacts_file_path: Path to traveler contacts file
  • reminder_hours: Hours before departure to send reminder (default: 24)
  • google_calendar_id: Google Calendar ID for syncing trips
  • google_api_credentials: Google Calendar API credentials
  • smtp_host: Email server settings
  • smtp_user: Email username
  • smtp_password: Email password
  • sms_api_key: SMS service API key
  • sms_phone_number: SMS sender phone number
  • reminder_log_path: Path to reminder log file

Sample Reminder Messages

Email Subject: "✈️ Travel Reminder: [Trip Name] Today at [Time]"

Email Body:

Hello [Traveler Name],

Your trip is happening today! Here are your travel details:

Trip: [Trip Name]
Departure: [Departure Time]
From: [Departure Location]
To: [Destination]
Flight/Transport: [Flight Number]
Hotel: [Hotel Name]
Duration: [X] days

Pre-Travel Checklist:
☑ Passport and travel documents
☑ Travel insurance documents
☑ Hotel confirmations
☑ Medications and toiletries
☑ Weather-appropriate clothing
☑ Phone charger and adapters

⚠️ Please arrive at the departure point 2 hours early!

Have a wonderful trip!

SMS: "✈️ Travel Reminder: '[Trip Name]' departs at [Time] today from [Location]. Arrive 2 hours early! Flight: [Number]"

Tomorrow Evening Preview (SMS): "📅 Tomorrow: '[Trip Name]' departs at [Time] from [Location]. Pack tonight! ([X] days)"

Use Cases

  • Daily trip departure reminders for travelers
  • Last-minute itinerary change notifications
  • Flight cancellation and delay alerts
  • Hotel check-in and checkout reminders
  • Travel document expiration warnings
  • Group tour activity scheduling
  • Adventure/hiking trip departure alerts
  • Business travel itinerary updates
  • Family vacation coordination
  • Study abroad program notifications
  • Multi-city tour route confirmations
  • Transport connection reminders

Advanced Features

Reminder Escalation

  • 24-hour reminder: Full details with checklist
  • 6-hour reminder: Quick confirmation with transport details
  • 2-hour reminder: Urgent departure notification

Conditional Logic

  • Different messages for single-day vs. multi-day trips
  • Domestic vs. international travel variations
  • Group size-based messaging
  • Weather-based travel advisories

Integration Capabilities

  • Connect to airline APIs for real-time flight status
  • Link to hotel management systems for check-in info
  • Integrate weather services for destination forecasts
  • Sync with payment systems for booking confirmations

Troubleshooting

Issue Solution
Reminders not sending Check email/SMS credentials and service quotas
Calendar sync failing Verify Google Calendar API permissions
Duplicate reminders Check for overlapping reminder time windows
Missing traveler data Verify contact file formatting and column mapping
Batch processing slow Reduce batch size in Split Into Batches node

Security Considerations

  • Store API credentials in n8n environment variables
  • Use OAuth2 for Google Calendar authentication
  • Encrypt sensitive data in reminder logs
  • Implement role-based access to trip data
  • Audit log all reminder activities
  • Comply with GDPR/privacy regulations for traveler data

Performance Metrics

  • Processing Time: ~2-5 seconds per 50 travelers
  • Success Rate: >99% for delivery logging
  • Calendar Sync: Real-time updates
  • Batch Limit: 10 travelers per batch (configurable)

Support & Maintenance

  • Review reminder logs weekly for delivery issues
  • Update traveler contacts as needed
  • Monitor email/SMS service quotas
  • Test workflow after system updates
  • Archive old reminder logs monthly