Automate hotel booking requests from Gmail to Google Sheets with GPT-5-mini
Who’s it for
This workflow is for hotel managers, travel agencies, and hospitality teams who receive booking requests via email. It eliminates the need for manual data entry by automatically parsing emails and attachments, assigning booking cases to the right teams, and tracking performance metrics.
What it does
This workflow goes beyond simple automation by including enterprise-grade logic and security:
- 🛡️ Gatekeeper: Watches your Gmail and filters irrelevant emails before spending money on AI tokens.
- 🧠 AI Brain: Uses OpenAI (GPT-5-mini) to extract structured data from unstructured email bodies and PDF attachments.
- ⚖️ Business Logic: Automatically routes tasks to different teams based on urgency, room count, and VIP status.
- 🔒 Security: Catches PII (like credit card numbers) and scrubs them before they hit your database.
- 🚨 Safety Net: If anything breaks, a dedicated error handling path logs the issue immediately so no booking is lost.
- 📈 ROI Tracking: Calculates the time saved per booking to prove the value of automation.
How to set up
- Create your Google Sheet: Create a new sheet and rename the tabs to: Cases, Team Assignments, Error Logs, Success Metrics.
- Add Credentials: Go to n8n Settings → Credentials and add your Gmail (OAuth2), Google Sheets, and OpenAI API keys.
- Configure User Settings: Open the "Configuration: User Settings" node at the start of the workflow. Paste your specific Google Sheet ID and Admin Email there.
- Adjust Business Rules: Open the "Apply Business Rules" node (Code node) to adjust the logic for team assignment (e.g., defining what counts as a "VIP" booking).
- Customize Templates: Modify the email templates in the Gmail nodes to match your hotel's branding.
- Test: Send a sample booking email to yourself to verify the filters and data extraction.
Setup requirements
- Gmail account (OAuth2 connected)
- Google Sheets (with the 4 tabs listed below)
- OpenAI API key (GPT-5-mini recommended)
- n8n Cloud or self-hosted instance
How to customize
- Filter Booking Emails: Update the trigger node keywords to match your specific email subjects (e.g., "Reservation", "Booking Request").
- Apply Business Rules: Edit the Javascript in the Code node to fit your company’s internal logic (e.g., changing priority thresholds).
- New Metrics: Add new columns in the Google Sheet (e.g., “Revenue Metrics”) and map them in the "Update Sheet" node.
- AI Model: Switch to GPT-5 if you need higher reasoning capabilities for complex PDF layouts.
Google Sheets Structure Description
This workflow uses a Google Sheets document with four main tabs to track and manage hotel booking requests.
1. Cases
This is the main data log for all incoming booking requests.
- case_id: Unique identifier generated by the workflow.
- processed_date: Timestamp when the workflow processed the booking.
- travel_agency / contact_details: Extracted from the email.
- number_of_rooms / check_in_date: Booking details parsed by the AI.
- special_requests: Optional notes (e.g., airport transfer).
- assigned_team / priority: Automatically set based on business rules.
- days_until_checkin: Dynamic field showing urgency.
2. Team Assignments
Stores internal routing and assignment details.
- timestamp: When the case was routed.
- case_id: Link to the corresponding record in the Cases tab.
- assigned_team / team_email: Which department handles this request.
- priority: Auto-set based on room count or urgency.
3. Error Log
A critical audit trail that captures details about any failed processing steps.
- error_type: Categorization of the failure (e.g., MISSING_REQUIRED_FIELDS).
- error_message: Detailed technical explanation for debugging.
- original_sender / snippet: Context to help you manually process the request if needed.
4. Success Metrics
Tracks the results of your automation to prove its value.
- processing_time_seconds: The time savings achieved by the automation (run time vs. human time).
- record_updated: Confirmation that the database was updated.
🙋 Support
If you encounter any issues during setup or have questions about customization, please reach out to our dedicated support email: foivosautomationhelp@gmail.com
Automate Hotel Booking Requests from Gmail to Google Sheets with AI
This n8n workflow automates the process of extracting hotel booking requests from incoming Gmail emails, processing them with an AI agent, and logging the structured data into a Google Sheet. It's designed to streamline the handling of booking inquiries, ensuring no request is missed and data is consistently recorded.
What it does
This workflow performs the following key steps:
- Monitors Gmail: Continuously checks a specified Gmail account for new emails.
- Filters Emails: Only processes emails that match specific criteria (e.g., subject line containing "Hotel Booking Request").
- Extracts Email Content: Extracts the plain text content of qualifying emails.
- Processes with AI Agent: Uses an AI Agent (powered by either OpenAI Chat Model or Google Gemini Chat Model) to understand and extract key booking details from the email body.
- Applies Guardrails: Ensures the AI-extracted data adheres to predefined safety and formatting rules, potentially sanitizing or validating information.
- Formats Data: Organizes the extracted booking details into a structured format.
- Logs to Google Sheets: Appends the structured booking request data as a new row in a designated Google Sheet.
Prerequisites/Requirements
To use this workflow, you will need:
- n8n Instance: A running instance of n8n.
- Gmail Account: A Google account with Gmail enabled to serve as the trigger.
- Google Sheets Account: A Google account with access to Google Sheets for logging data.
- OpenAI API Key (Optional): If you choose to use the OpenAI Chat Model for AI processing.
- Google Gemini API Key (Optional): If you choose to use the Google Gemini Chat Model for AI processing.
Setup/Usage
- Import the workflow: Download the provided JSON and import it into your n8n instance.
- Configure Gmail Trigger:
- Set up your Gmail credential.
- Specify the folder to monitor (e.g., "Inbox").
- Add a filter expression (e.g.,
subject:"Hotel Booking Request") to only trigger on relevant emails.
- Configure AI Agent:
- Choose your preferred Language Model (OpenAI Chat Model or Google Gemini Chat Model).
- Provide the necessary API credentials for your chosen AI service.
- Review and adjust the AI Agent's prompt and tools to accurately extract booking details like guest name, check-in/check-out dates, number of guests, room type, special requests, etc.
- Configure Guardrails:
- Review and configure the Guardrails node to ensure data quality and security. This might include PII detection, format validation, or content sanitization.
- Configure Google Sheets Node:
- Set up your Google Sheets credential.
- Specify the Spreadsheet ID and Sheet Name where booking requests should be logged.
- Map the data fields from the AI Agent's output to the corresponding columns in your Google Sheet.
- Activate the workflow: Once all credentials and configurations are set, activate the workflow. It will start monitoring your Gmail for new booking requests.
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