Create Dynamic Seating & Venue Layout Plans with Google Sheets
Enhance event logistics with this automated n8n workflow. Triggered by seating requests, it fetches attendee data and venue templates from Google Sheets, calculates totals, and optimizes seating layouts. The workflow generates detailed recommendations, splits individual assignments, and sends alerts, ensuring efficient venue planning and real-time updates. 🎪📋
Key Features
- Optimizes seating arrangements based on attendee data and event type.
- Generates venue layouts with visual and statistical insights.
- Provides real-time alerts with comprehensive seating plans.
- Logs detailed assignments and layouts in Google Sheets.
Workflow Process
- The Webhook Trigger node initiates the workflow upon receiving venue requirements and attendee data via webhook.
- Validate Request Data ensures the incoming data is complete and accurate.
- Fetch Attendee Data retrieves attendee information, including groups, accessibility needs, and VIP preferences from Google Sheets.
- Fetch Venue Templates reads venue layout templates from Google Sheets.
- Calculate Totals aggregates attendee data and venue constraints for optimal planning.
- Combine All Data merges attendee and venue data for analysis.
- AI Optimization uses algorithms to calculate optimal seating based on venue dimensions, attendee groups, accessibility needs, VIP placement, and aisle placement.
- Optimize Seating Layout refines the seating plan for efficiency.
- Format Recommendations structures the seating plan with visual layout map, seat assignments, statistics & metrics, and optimization tips.
- Split Seat Assignments divides the plan into individual seat assignments.
- Send Response returns the complete seating plan with visual layout map, seat assignment list, statistics & recommendations, and export-ready format.
- Send Alert notifies organizers with the finalized plan details.
- Update Sheets saves the master plan summary, individual seat assignments, and layout specifications to Google Sheets.
- Save Individual Assignments appends or updates individual seat assignments to Google Sheets.
Setup Instructions
- Import the workflow into n8n and configure Google Sheets OAuth2 for data access.
- Set up the Webhook Trigger with your event management system's API credentials.
- Configure the AI Optimization node with a suitable algorithm or model.
- Test the workflow by sending sample seating requests and verifying layouts.
- Adjust optimization parameters as needed for specific venue or event requirements.
Prerequisites
- Google Sheets OAuth2 credentials
- Webhook integration with the event management system
- Structured attendee and venue data in a Google Sheet
Google Sheet Structure:
- Attendee Data Sheet with columns:
- Name
- Group
- Accessibility Needs
- VIP Status
- Preferences
- Updated At
- Venue Templates Sheet with columns:
- Venue Name
- Capacity
- Dimensions
- Layout Template
- Updated At
Modification Options
- Customize the Validate Request Data node to include additional validation rules.
- Adjust the AI Optimization node to prioritize specific criteria (e.g., proximity, accessibility).
- Modify the Format Recommendations node to include custom visual formats.
- Integrate with venue management tools for live layout updates.
- Set custom alert triggers in the Send Alert node.
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Create Dynamic Seating/Venue Layout Plans with Google Sheets
This n8n workflow demonstrates a basic structure for an API endpoint that can be extended to create dynamic seating or venue layout plans, potentially driven by data from Google Sheets. It sets up a webhook to receive requests, includes a placeholder for processing logic, and responds to the caller.
What it does
This workflow outlines the following steps:
- Listens for incoming requests: A Webhook node acts as an API endpoint, waiting for external systems to send data.
- Placeholder for Logic: A "Code" node is included as a customizable area where you can add JavaScript logic to process the incoming data, interact with other services (like Google Sheets), and generate a response.
- Responds to the caller: A "Respond to Webhook" node sends a predefined or dynamically generated response back to the system that initiated the webhook call.
- Documentation/Notes: A "Sticky Note" provides a place for comments or instructions within the workflow.
- Google Sheets Node (Unconnected): A Google Sheets node is present in the workflow but is currently unconnected. This indicates a potential future integration point where the workflow could read from or write to a Google Sheet.
Prerequisites/Requirements
- n8n Instance: A running instance of n8n to import and execute the workflow.
- Webhook Caller: An external system or application capable of sending HTTP requests to the n8n webhook URL.
- Google Sheets (Optional): If you intend to integrate with Google Sheets, you will need a Google account and the necessary credentials configured in n8n.
Setup/Usage
- Import the Workflow:
- Copy the provided JSON code.
- In your n8n instance, go to "Workflows" and click "New".
- Click the three dots (
...) next to "Untitled Workflow" and select "Import from JSON". - Paste the JSON code and click "Import".
- Configure the Webhook:
- Open the "Webhook" node.
- Note the "Webhook URL". This is the endpoint you will call from your external system.
- You can set the "HTTP Method" and "Response Mode" as needed for your application.
- Customize the Code Node:
- Open the "Code" node.
- Replace the placeholder JavaScript with your custom logic. This is where you would typically:
- Access data from the incoming webhook request (
$json.body). - Perform calculations or transformations.
- Interact with the Google Sheets node (once connected and configured) to read seating data, update availability, etc.
- Prepare the data for the webhook response.
- Access data from the incoming webhook request (
- Configure Google Sheets (if needed):
- Drag a connection from the "Code" node to the "Google Sheets" node.
- Open the "Google Sheets" node.
- Add your Google Sheets credentials.
- Configure the "Operation" (e.g., "Read Sheet", "Append Row") and "Spreadsheet ID" to interact with your seating plan data.
- Configure Respond to Webhook:
- Open the "Respond to Webhook" node.
- You can send a static response or dynamically generate it using expressions based on the output of the "Code" node.
- Activate the Workflow:
- Click the "Activate" toggle in the top right corner of the n8n editor to make the webhook live.
Once activated, any request sent to the Webhook URL will trigger the workflow, execute your custom code, and return a response.
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