Hotel guest journey automation with Gmail & Google Sheets

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

Automate your entire guest communication journey from booking to post stay with personalized welcome emails, review requests, and daily operational reports. Perfect for hotels, B&Bs, and short term...

Best for

Social Media automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.stickynote, n8n-nodes-base.scheduletrigger, n8n-nodes-base.set, n8n-nodes-base.switch, n8n-nodes-base.gmail, n8n-nodes-base.googlesheets, n8n-nodes-base.filter

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Gaurav Ramse.

Original n8n.io source

1.1 Workflow description

Title: Hotel guest journey automation with Gmail & Google Sheets
Workflow name: Hotel guest journey automation with Gmail & Google Sheets

Automate your entire guest communication journey from booking to post-stay with personalized welcome emails, review requests, and daily operational reports. Perfect for hotels, B&Bs, and short-term rental properties looking to enhance guest experience while reducing manual work and improving operational efficiency.

How it works

Pre-arrival welcome emails - Automatically sends personalized welcome emails 1-2 days before guest check-in with reservation details, hotel amenities, and contact information
Post-stay review requests - Sends automated review request emails 24 hours after checkout with Google Reviews links and return guest discount codes
Daily staff reports - Generates comprehensive arrival/departure reports every morning at 6 AM for front desk, housekeeping, and management teams
Smart tracking - Prevents duplicate emails by automatically updating tracking status in your Google Sheets database
Professional templates - Uses responsive HTML email templates that work across all devices and email clients

Set up steps

Connect Google Sheets - Link your hotel reservation spreadsheet (must include columns for guest details, check-in/out dates, and email tracking)
Configure Gmail account - Set up Gmail credentials for sending automated emails
Customize hotel information - Update hotel name, contact details, and branding in the "Edit Fields" nodes
Set staff email addresses - Configure recipient addresses for daily operational reports
Adjust timing - Modify schedule triggers if you want different timing for emails and reports (currently set to every 6 hours for guest emails and 6 AM daily for staff reports)

Time investment: ~30 minutes for initial setup, then fully automated operation.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 2 - Schedule Trigger

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1.2

Block 3 - Edit Fields

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 4 - Switch

Type / Role: n8n-nodes-base.switch - switch
Config choices: Version 3.2

Block 5 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 6 - Welcome Email

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 7 - Write Review

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 8 - Daily at 6 AM

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1.2

Block 9 - Sticky Note2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 10 - Get Hotel Reservation

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.6

Block 11 - Filter Upcoming Guest

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2.2

Block 12 - Filter Today's Arrivals

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2.2

Block 13 - Filter Today's Departures

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2.2

Block 14 - Add Information

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 15 - Create E mail HTMl

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 16 - Sticky Note3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 17 - Filter Unsent Welcome Emails

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2.2

Block 18 - Filter Unsent Review Requests

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2.2

Block 19 - Mark Welcome Email as Sent

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.6

Block 20 - Mark Review Email as Sent

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.6

Block 21 - Send Daily Staff Report

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 22 - Get All Reservations

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.6

3. Summary Table

Workflow	Hotel guest journey automation with Gmail & Google Sheets
Complexity	advanced
Nodes	22
Categories	Social Media
Author	Gaurav Ramse
Published	29 Jul 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/6631/6631.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Social Media workflows

Frequently asked questions

What does Hotel guest journey automation with Gmail & Google Sheets do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Social Media use case.

Gaurav Ramse

2 workflows

Nodes

n8n-nodes-base.stickynote n8n-nodes-base.scheduletrigger n8n-nodes-base.set n8n-nodes-base.switch n8n-nodes-base.gmail n8n-nodes-base.googlesheets n8n-nodes-base.filter

Complexity

advanced

Published 29 Jul 2025

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/6631/6631.json

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Hotel guest journey automation with Gmail & Google Sheets

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

How it works

Set up steps

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Sticky Note

Block 2 - Schedule Trigger

Block 3 - Edit Fields

Block 4 - Switch

Block 5 - Sticky Note1

Block 6 - Welcome Email

Block 7 - Write Review

Block 8 - Daily at 6 AM

Block 9 - Sticky Note2

Block 10 - Get Hotel Reservation

Block 11 - Filter Upcoming Guest

Block 12 - Filter Today's Arrivals

Block 13 - Filter Today's Departures

Block 14 - Add Information

Block 15 - Create E mail HTMl

Block 16 - Sticky Note3

Block 17 - Filter Unsent Welcome Emails

Block 18 - Filter Unsent Review Requests

Block 19 - Mark Welcome Email as Sent

Block 20 - Mark Review Email as Sent

Block 21 - Send Daily Staff Report

Block 22 - Get All Reservations

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions