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Send personalized hotel pre-arrival messages using OpenAI, Google Sheets and Slack

n8nn8n15 modulesv1.0
SlackGoogle SheetsOpenAI

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-

At a glance

Send personalized hotel pre-arrival messages using OpenAI, Google Sheets and Slack is a ready-made n8n workflow you import as a workflow JSON file — no build required. It connects Slack, Google Sheets, OpenAI. It's free to download. Follow the 5-step import below to go live in minutes.

Platform
n8n
Connects
Slack, Google Sheets, OpenAI
Modules
15
Price
Free
Version
v1.0
Send personalized hotel pre-arrival messages using OpenAI, Google Sheets and Slack workflow diagram

About this workflow

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

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How to import this n8n workflow

  1. 1

    Download the workflow JSON file after purchase.

  2. 2

    Open n8n → click the menu → Import from File.

  3. 3

    Select the downloaded JSON and import.

  4. 4

    Set up credentials for each node that requires them.

  5. 5

    Click Execute Workflow to test, then activate.

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