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

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