Classify guest enquiries and send replies with GPT-4o, Gmail and Slack

📘 Description This workflow automates guest enquiry intake, intent classification, response generation, and internal routing for hospitality businesses using webhooks, GPT-4o, Gmail, and Slack. It converts raw guest enquiries into structured, actionable items while ensuring fast acknowledgements, correct team assignment, and SLA visibility. When a guest submits an enquiry through a webhook (website form, booking page, or external system), an AI agent analyzes the message to detect intent—booking, pricing, availability, or policy. The agent generates a polite, human-like acknowledgement message and determines the most suitable internal team to handle the request. Based on the detected intent, the workflow assigns the enquiry to the correct team with a predefined SLA.

If the guest prefers email communication, an automated reply is sent via Gmail. In parallel, a detailed enquiry summary—including guest details, detected intent, assigned agent, and SLA—is posted to Slack for internal visibility and follow-up. All AI responses are also logged to Slack for transparency. Any workflow failure triggers an immediate Slack alert with diagnostic details.

⚙️ What This Workflow Does (Step-by-Step) 📥 Webhook Trigger – Guest Enquiry Intake Receives guest enquiry data (name, email, message, dates, preferences). 🧠 AI Intent Classification & Reply Generation GPT-4o analyzes the enquiry, detects intent, and generates a polite acknowledgement. 🔍 Extract Detected Category Parses AI output to identify the enquiry category. 🔀 Route by Intent Category Directs enquiries to booking, pricing, availability, or policy flows. 👥 Team Assignment with SLA Assigns the enquiry to the correct team and sets response SLA. 📧 Send Email Reply to Guest (Conditional) Automatically replies if the guest prefers email contact. 💬 Post Enquiry Summary to Slack Shares full enquiry context, assignment, and SLA for team follow-up. 📝 Log AI Reply to Slack Stores the generated guest reply for internal reference. 🚨 Error Handler → Slack Alert Sends instant alerts if any node fails.

🧩 Prerequisites • n8n webhook endpoint • OpenAI / Azure OpenAI (GPT-4o or GPT-4o-mini) credentials • Gmail OAuth2 credentials • Slack API credentials

💡 Key Benefits ✔ Instant AI-driven enquiry classification ✔ Faster guest acknowledgements ✔ Correct team routing with SLA enforcement ✔ Reduced manual triage for front-desk and sales teams ✔ Full visibility of enquiries and replies in Slack ✔ Built-in error monitoring

👥 Perfect For

• Hotels and resorts
• Vacation rental operators
• Hospitality sales and front-desk teams
• Property management companies
• Businesses handling high volumes of guest enquiries