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

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1. Workflow Overview

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 gue...

Best for

Lead Nurturing automation workflows
Multimodal AI automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.stickynote, n8n-nodes-base.if, n8n-nodes-base.function, n8n-nodes-base.openai, n8n-nodes-base.emailsend, n8n-nodes-base.errortrigger, n8n-nodes-base.googlesheets, n8n-nodes-base.scheduletrigger

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Send personalized hotel pre-arrival messages using OpenAI, Google Sheets and Slack
Workflow name: 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

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 - Sticky Note1

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

Block 3 - Sticky Note2

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

Block 4 - Sticky Note3

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

Block 5 - Sticky Note4

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

Block 6 - Sticky Note5

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

Block 7 - Sticky Note6

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

Block 8 - Sticky Note7

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

Block 9 - Guest Exists?

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

Block 10 - Merge Returning Guest Data

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

Block 11 - Create First-Time Guest Profile

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

Block 12 - Calculate Days Until Check-In

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

Block 13 - Within 2-Day Window?

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

Block 14 - Generate Personalized Welcome Message

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

Block 15 - Check Message Generated

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

Block 16 - Send Welcome Email

Type / Role: n8n-nodes-base.emailSend - emailSend
Config choices: Version 2

Block 17 - Error Trigger

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

Block 18 - Fetch Guest Profiles

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 19 - Daily Check Schedule

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1.3

Block 20 - Save Updated Profile

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 21 - Send Slack Notification

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.4

Block 22 - Log Message to Sheet

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 23 - Alert on Workflow Failure

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.4

3. Summary Table

Workflow	Send personalized hotel pre-arrival messages using OpenAI, Google Sheets and Slack
Complexity	advanced
Nodes	23
Categories	Lead Nurturing, Multimodal AI
Author	Rahul Joshi
Published	23 Jan 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/12948/12948.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 Lead Nurturing workflows Multimodal AI workflows

Frequently asked questions

What does Send personalized hotel pre-arrival messages using OpenAI, Google Sheets and Slack 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 Lead Nurturing, Multimodal AI use case.

Rahul Joshi

269 workflows

Nodes

n8n-nodes-base.stickynote n8n-nodes-base.if n8n-nodes-base.function n8n-nodes-base.openai n8n-nodes-base.emailsend n8n-nodes-base.errortrigger n8n-nodes-base.googlesheets n8n-nodes-base.scheduletrigger

Complexity

advanced

Published 23 Jan 2026

Likes 0

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Install path: /data/workflows/12948/12948.json

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

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Sticky Note

Block 2 - Sticky Note1

Block 3 - Sticky Note2

Block 4 - Sticky Note3

Block 5 - Sticky Note4

Block 6 - Sticky Note5

Block 7 - Sticky Note6

Block 8 - Sticky Note7

Block 9 - Guest Exists?

Block 10 - Merge Returning Guest Data

Block 11 - Create First-Time Guest Profile

Block 12 - Calculate Days Until Check-In

Block 13 - Within 2-Day Window?

Block 14 - Generate Personalized Welcome Message

Block 15 - Check Message Generated

Block 16 - Send Welcome Email

Block 17 - Error Trigger

Block 18 - Fetch Guest Profiles

Block 19 - Daily Check Schedule

Block 20 - Save Updated Profile

Block 21 - Send Slack Notification

Block 22 - Log Message to Sheet

Block 23 - Alert on Workflow Failure

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